m 

C5326r2 


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UNIVERSITY  OF  ILLINOIS  LIBRARY  AT  URBANA-CHAMPAIGN 


I 


UNIVERSITY  OF 
ILLINOIS  LIBRARY 
AT  URBANA'CHAMPAIGN 
BOOKSTACKS 


Digitized  by  the  Internet  Archive 
in  2016 


https://archive.org/details/rulebookOOchic 


( 

I, 


Chicago  Public  Library 


Rule  Book  for  Guidance  of 
the  Staff  in  Branches 


Second  and  Revised  Edition 


1915 


Contents 


Scheme  of  Service 
Efficiency  Ratings 

List  of  Branches  and  Deposit  Stations 
I Hours  of  Opening 
II  Staff  Duties 

III  Schedules 

IV  Reports 

V  Vacations  and  Leaves  of  Absence 
VI  Substitutes 
VII  Pay-roll 
VIII  Apprentices 

IX  Shelf-Arrangement 
X Registration  asjd  Cards  for  Readers 
XI  Circulation  of  Books 
XII  Fines 

XIII  Delinquents 

XIV  Damaged,  Lost  and  Discarded  Books 
XV  Inventory 

XVI  Contagious  Diseases 
XVII  Magazines 

XVIII  Book  Orders  and  Receipt  of  Books 
XIX  Binding  and  Repairing 
XX  Gifts 
XXI  Supplies 


02^ 

C 


The  Library  Staff 


Scheme  of  Service 

Every  position  in  the  Library,  from  page  to  chief 
librarian,  is  under  the  civil  service  law,  and  there 
are  no  places  in  any  department  which  are  not  sub- 
ject, as  to  entrance  and  promotion,  to  the  regula- 
tions prescribed  by  the  Chicago  Civil  Service  Com- 
mission. The  labor  and  engineering  service  is  con- 
trolled in  the  same  manner  as  are  other  positions  of 
like  character  in  other  municipal  branches  of  work. 
The  professional  division  of  the  service  is  similarly 
subject  to  general  civil  service  regulations,  which 
are,  however,  modified  or  supplemented  by  rules 
bearing  on  the  specialized  work  required.  The 
stafif  is  grouped  as  follows: 

Executive  officers 
Division  chiefs 
Head  assistants 
Principal  assistants 
Senior  assistants 
Junior  assistants 
Book  repairers 
Messengers  and  pages 
Miscellaneous  positions 

According  to  the  regulations  adopted  by  the 
Board  of  Directors,  and  approved  by  the  Civil 
Service  Commission,  the  classification  of  positions 
and  schedules  of  classes,  with  grades  and  limits  of 
compensation,  are  prescribed  as  follows  for  the 
library  service: 

Grade  I — Junior  library  assistant. 

Positions,  the  duties  of  which  require  some  skill 
and  accuracy,  and  a general  training,  but  not  neces- 
sarilv  much  experience  and  involving  responsibility. 


Group  D 

. .. .$480 

Group  C (after  1 year’s 

service) . . . . 

. ...  540 

Group  B (after  2 years’ 
Group  A (after  3 years’ 

service) . . . , 

. ...  600 

service) . . . , 

....  660 

3 

library 

UNIVERSITY  OF  ILLINOIS 

\T  URBAN* -CHAMPA'6* 


Grade  II — Senior  branch  librarian,  senior  cata- 
loged senior  library  assistant. 

Positions,  the  duties  of  which  require  training, 
experience  and  ability;  which  may  or  may  not  be 
supervisory,  and  which  involve  a higher  degree  of 
responsibility  than  Grade  I positions. 


Group  E $720 

Group  D (after  1 year’s  service) 780 

Group  C (after  2 years’  service) 840 

Group  B (after  3 years’  service) 900 

Group  A (after  4 years’  service) 960 


Grade  III — Principal  branch  librarian,  principal 
cataloger,  principal  library  assistant. 

Positions,  the  duties  of  which  are  supervisory,  in- 
volving accountability  for  the  work  of  others.  Also 
positions  which  require  the  exercise  of  independent 
judgment  in  the  performance  of  specialized  or  ex- 
pert duties,  but  not  necessarily  supervisory. 


Group  D $1,020 

Group  C (after  1 year’s  service) 1,080 

Group  B (after  2 years’  service) 1,140 

Group  A (after  3 years’  service) 1,200 


Grade  IV — Head  branch  librarian,  head  library 
assistant,  supervisor  of  special  deposits,  assistant 
statistician. 

Positions,  the  duties  of  which  are  supervisory,  in- 
volving accountability  for  the  work  of  others  in  a 
larger  branch  or  section  than  in  the  case  of  Grade 
III  positions.  Also  positions  the  duties  of  which 
require  a higher  order  of  specialized  knowledge 
than  in  the  case  of  Grade  III  positions,  but  not 


necessarily  supervisory. 

Group  D $1,260 

Group  C (after  1 year’s  service) 1,320 

Group  B (after  2 years’  service) 1,380 

Group  A (after  3 years’  service) 1,440 


Grade  V — Division  chief,  medical  librarian,  city 
statistician,  school  statistician. 

Positions,  the  duties  of  which  are  administrative, 
requiring  special  qualifications  and  recognized  ex- 


4 


pert  knowledge  and  involving  responsibility  for  the 
work  of  an  entire  bureau  or  division. 

Group  A $1,500-$2,400 


Grade  VI — Librarian,  assistant  librarian. 

Positions,  the  duties  of  which  are  executive  and 
administrative,  involving  responsibility  for  the  work 
of  an  entire  department  and  requiring  the  highest 
order  of  expert  knowledge  in  technical  library 
methods. 


The  page  and  messenger  service  belong  in  the 
class  known  as  Clerical  Service,  which  is  graded  as 
follows : 

Grade  I — Page,  office  attendant. 

Positions,  the  duties  of  which  are  of  general 
routine. 

Group  D $300 

Group  C (after  six  months’  service  in 

lower  group) 360 

Group  P>  (after  six  months’  service  in 

next  lower  group) 420 

Group  A (after  one  year’s  service  in 

next  lower  group)  480 


Grade  II — Messenger,  multigraph  operator,  sten- 
ographic assistant. 

Positions,  the  duties  of  which  require  some  skill 
and  accuracy  but  not  necessarily  much  practical  ex- 
perience, involving  simple  office  routine. 

Group  D $540 

Group  C (after  1 year's  service) 600 

Group  B (after  2 years’  service) 660 

Group  A (after  3 years’  service) 720 


The  book  repairers  are  graded  as  follows: 

Group  D $420 

Group  C (after  six  month’s  service  in 

lower  group)  450 

Group  B (after  six  month’s  service  in 

next  lower  group) 480 

Group  A (after  one  year’s  service  in 

next  lower  group) 540 


5 


Efficiency  Ratings 

Promotions  from  one  group  to  the  next  higher 
group  are  annual,  and  are  automatic — but  subject  to 
an  efficiency  rating  of  not  less  than  78  per  cent. 
Efficiency  marks  are  filed  monthly  by  division  chiefs 
for  all  employees  under  their  respective  jurisdictions, 
and  are  based  on  the  following  general  plan: 
Highest  efficiency  represented  by  90. 
Absolute  deficiency  represented  by  0. 
Average  efficiency  represented  by  80. 

In  marking,  70  is  equivalent  to  poor;  75,  fair;  80. 
good;  85,  very  good;  90,  excellent.  Below  70  means 
work  so  unsatisfactory  as  to  warrant  separation 
from  the  service.  For  the  purpose  of  arriving  at 
efficiency  ratings,  efficiency  is  divided  into  four  ele- 
ments: Promptness,  Accuracy,  Deportment  and  In- 

dustry. 

Lapses  from  Highest  Efficiency  may  be  of  two 
kinds: 

1.  Violations  of  specific  published  laws  and  regu- 
lations. 

2.  Errors  of  judgment. 

Culpable  errors  of  judgment  are  those  which 
may  result  in  (a)  loss  or  damage  of  library  prop- 
erty: (b)  inconvenience  or  dissatisfaction  to  patrons; 
(c)  impairment  of  the  dignity  of  the  library,  or  the 
good  of  the  service. 

Promotions  from  one  grade  to  the  next  higher 
grade  are  made  from  eligible  lists  resulting  from 
examinations  conducted  by  the  Civil  Service  Com- 
mission. 

Examinations,  both  original  entrance  and  promo- 
tive, are  held  when  eligible  lists  are  exhausted,  and 
these  occur  at  irregular  intervals.  For  employees 
who  seek  promotion  from  one  grade  to  the  next 
higher  grade,  the  factors  are  the  following: 

Duties  W eight  of  5 

Educational  (penmanship) Weight  of  1 

Report  W eight  of  1 

Efficiency  Weight  of  2 

Seniority  W eight  of  1 

The  factors  which  determine  original  entrance 
examinations  are: 


6 


Special  subject  Weight  of  5 

Educational  (penmanship)  Weight  of  1 

Experience  Weight  of  3 

Report  Weight  of  1 


The  educational  test  takes  into  account  the  fol- 
lowing factors: 

1.  Educational  training,  with  the  following 
maximum  credits: 

a Common  school  30 

b High  school  30 

c College  15 

2.  Experience  and  special  training  ....  25 


Total  100 

The  latter  may  comprise:  (a)  as  librarian  or 

full  course  in  approved  library  school;  (b)  course 
in  the  Chicago  Public  Library  training  class,  or 
other  library  training  class  of  approved  standing; 
(c)  research  work,  or  post-graduate  work  equivalent 
in  value  to  above. 


Branches  and  Deposit  Stations 

OPEN  FROM  9 a.  m.  to  10  p.  m. 

Austin,  5642  W.  Lake  St. 

Blackstone.  49th  St.  and  Lake  Park  Ave. 

Hebrew  Institute,  Taylor  and  Lytle  Sts. 

Kelly,  62nd  St.  and  Normal  Blvd. 

Lewis  Institute,  1943  \V.  Madison  St. 

OPEN  FROM  9 a.  m.  to  9 p.  m. 

Douglas  Park,  3527  W.  12th  St. 

Lincoln  Centre,  Oakwood  Blvd.  and  Langley  Ave. 
Logan  Square,  3245  Fullerton  Ave. 

Ogden  Park,  64th  St.  and  Racine  Ave. 

Sheridan,  4734  N.  Racine  Ave. 

West  26th.  Street,  2548  S.  Homan  Ave. 

OPEN  FROM  1 p.  m.  to  9 p.  m. 

Armour  Square,  33rd  St  and  Shields  Ave. 

Bessemer  Park,  89th  St.  and  Muskegon  Ave. 

Burr  School,  Ashland  and  Wabansia  Ave. 

Cornell  Square,  Wood  and  W.  51st  St. 

Davis  Square,  45th  St.  and  Marshfield  Ave. 

Dvorak  Park,  20th  and  Fisk  Sts. 

Eckhart  Park,  Chicago  Ave.  and  Noble  St. 

Fuller  Park,  45th  St.  and  Princeton  Ave. 

Hamilton  Park.  72nd  St.  and  Normal  Ave. 

Hamlin  Park,  Barry  and  Hoyne  Aves. 

Holstein  Park,  Oakley  Ave.  and  Ems  St. 

Humboldt,  2553  North  Ave. 

Independence  Park,  Springfield  Ave.  and  Irving 
Park  Blvd. 

Mark  White  Square,  Halsted  and  30th  Sts. 

Palmer  Park,  111th  St.  and  Indiana  Ave. 

Pulaski  Park,  Blackhawk  and  Noble  Sts. 

Seward  Park,  Elm  and  Orleans  Sts. 

Sherman  Park,  Loomis  and  W.  53rd  Sts. 

Stanford  Park,  14th  PI.,  and  Union  St. 

Stanton  Park,  Vedder  and  Reese  Sts. 

Sumner  School,  Colorado  and  Kildare  Aves. 
Walker,  Morgan  Park. 


8 


All  Branches  open  on  Sundays  from  2 to  6 p.  m., 
except  from  June  1st  to  September  30th. 
Independence  Park  closed  on  all  Sundays. 


Branch 

Station 

Symbol 

Branches 

Number 

Number 

G 

Armour  Square 

9 

23  South 

A 

Austin 

IS 

25  West 

BP 

Bessemer  Park 

10 

8 South 

B 

Blackstone 

1 

5 South 

X 

Burr  School 

16 

40  West 

o 

Cornell  Square 

22 

36  South 

DS 

Davis  Square 

8 

19  South 

E 

Douglas  Park 

2 

43  West 

FT 

Dvorak  Park 

15 

35  West 

N 

Eckhart  Park 

14 

36  West 

FP 

Fuller  Park 

25 

45  South 

HP 

Hamilton  Park 

7 

10  South 

F 

Hamlin  Park 

12 

17  North 

H 

Hebrew  Institute 

17 

21  West 

Z 

Holstein  Park 

26 

56  West 

CA 

Humboldt 

24 

54  West 

I 

Independence  Park 

32 

7 West 

K 

Kelly 

23 

6 South 

L 

Lewis  Institute 

6 

3 West 

V 

Lincoln  Centre 

19 

3 South 

U 

Logan  Square 

13 

45  West 

M 

Mark  White  Square 

20 

35  South 

OP 

Ogden  Park 

11 

22  South 

PA 

Palmer  Park 

30 

15  South 

PL 

Pulaski  Park 

31 

44  West 

SP 

Seward  Park 

27 

1 North 

C 

Sheridan 

33 

12  North 

T 

Sherman  Park 

21 

37  South 

J 

Stanford  Park 

5 

1 West 

VR 

Stanton  Park 

28 

18  North 

SU 

Sumner  School 

29 

37  West 

MP 

Walker 

3 

42  South 

P 

West  26th  Street 

4 

32  West 

Symbol  Deposits 


BU  Butler  Brothers. 

D Deering  Works,  International  Harvester 

Co. 


9 


MF 

W 

NA 

R 

S 

Y 


Marshall  Field  & Co. 

Montgomery  Ward  & Co. 

National  Biscuit  Co.,  Kennedy  Biscuit 
Works. 

Sears  Roebuck  & Co. 

Sprague  Warner  & Co. 

Thomas  Hughes  Room  Main. 


10 


Rules  for  Guidance  of  the  Staff  in 
Branches 


I.  Hours  of  Opening 

1.  Branches  shall  be  open  as  scheduled  in  table 
preceding,  and  shall  be  closed  on  Independence  Day, 
Thanksgiving  Day,  Christmas  Eve  after  5:30, 
Christmas  Day,  and  on  Sundays  from  June  1 to  Sep- 
tember 30. 

II.  Staff  Duties 

(See  also  REPORTS.) 

2.  The  Branch  Librarian  has  full  authority  as 
to  service  over  all  employees  in  the  Branch;  and  is 
responsible  for  the  discipline  and  efficiency  of  the 
staff,  the  condition  of  the  room  and  contents,  and 
the  proper  conduct  of  the  Branch.  In  the  absence 
of  the  Branch  Librarian,  authority  shall  be  vested 
in  one  of  the  assistants. 

3.  When  a Branch  Librarian  is  obliged,  by  ill- 
ness (or  other  cause)  to  be  absent  for  a day  or 
more,  she  should  notify  the  Branches  Department 
of  her  inability  to  attend  to  her  duties  at  the 
Library.  An  assistant,  when  obliged  to  be  absent, 
should  report  at  once  to  the  Branch  Librarian,  who 
in  turn  will  notify  the  Branches  Department,  and  a 
substitute  will  be  sent  if  needed. 

4.  Any  anticipated  absence  from  duty  of  more 
than  two  days  must  be  reported  to  the  Branches 
Department  at  least  two  days  prior  to  the  time,  so 
that  a substitute  may  be  provided,  if  necessary. 

5.  Only  a duly  authorized  and  qualified  library 
assistant  will  be  permitted  to  assume  charge  of  a 
Branch  during  the  temporary  or  prolonged  absence 
of  the  Librarian. 

6.  A list  of  members  of  the  staff,  with  home 
address  and  telephone  number,  is  kept  in  the 
Branches  Department.  Prompt  notice  of  any 
change  must  be  reported. 


11 


7.  Branch  book  meetings  shall  be  held  once  a 
month  at  the  Main  Library  on  the  Tuesday  before 
the  second  Monday  at  9:00  o’clock  a.  m.,  excepting 
in  July  and  August. 

8.  All  Branch  Librarians  are  required  to  attend 
Branch  book  meetings  unless  excused,  in  which  case 
an  assistant  shall  be  delegated  to  represent  the 
Branch. 

III.  Schedules 

9.  Each  member  of  the  Library  staff  shall  work 
forty-five  (45)  hours  a week,  exclusive  of  the  noon 
or  supper  hours,  except  from  June  1 to  October  1, 
during  which  time  a forty-one  (41)  hour  schedule 
will  be  in  effect.  The  minimum  time  for  work  on 
any  one  day’s  schedule  shall  be  three  (3)  hours. 
Pages  shall  work  twenty-seven  (27)  hours  per  week, 
which  time  will  be  arranged  according  to  the  con- 
venience of  the  Branch  schedule.  No  meal  hour 
shall  be  scheduled  for  less  than  one-half  hour. 

10.  Branch  Librarians  and  assistants  who  work 
on  holidays  are  allowed  time  in  lieu  of  the  four 
hours  service — such  time  to  be  taken  so  as  not  to 
interfere  with  the  best  service  in  the  Library.  Holi- 
day time  is  deducted  from  the  regular  weekly 
schedule.  Pages  will  be  required  to  work  on  all 
holidays  without  time  off.  It  is  not  necessary  to 
submit  a holiday  schedule,  but  time  taken  in  lieu  of 
holiday  time  must  be  reported. 

11.  The  Branch  Librarian  shall  furnish  the 
Branches  Department  with  a copy  of  the  daily  work- 
ing schedule,  and  any  permanent  change  in  this 
schedule  must  be  reported  before  going  into  effect. 
It  should  be  arranged  so  far  as  practicable,  that  the 
Branch  Librarian  and  assistant  next  in  charge  shall 
not  be  away  at  the  same  time.  Any  temporary 
change  in  this  schedule,  however  slight,  must  be  re- 
ported in  advance  to  the  Branches  Department. 
This  change  should  not  involve  a variation  in  the 
number  of  people  scheduled.  Time  off  for  required 
meetings  should  be  reported  to  the  Branches  De- 
partment, also  time  taken  for  visiting  schools,  or 
clubs  or  any  outside  work.  This  outside  work 
should  be  done  on  scheduled  time.  Before  the  first 


12 


of  June  it  will  be  necessary  to  file  the  summer 
schedule  of  forty-one  (41)  hours. 

12.  Any  overtime  necessary  above  the  required 
number  of  hours  in  the  schedule  must  receive  the 
approval  of  the  Branches  Department.  Time  off  for 
such  overtime  may  not  be  taken  more  than  half  a 
day  at  a time,  and  half-days  may  not  be  divided. 
Such  time  must  be  taken  as  soon  as  possible.  In 
case  of  the  transfer  of  an  assistant  from  one  branch 
to  another,  any  free  time  due  should  be  taken,  when 
possible,  before  the  transfer  takes  place.  Time  lost 
through  tardiness  or  absence  may  not  be  made  up, 
and  time  may  not  be  accumulated,  but  must  be 
taken  according  to  the  schedule.  The  time  given 
for  a required  meeting  may  be  subtracted  from  the 
weekly  schedule  in  cases  where  it  does  not  neces- 
sitate extra  service  at  the  Branch;  however,  when  a 
meeting  occurs  on  time  which  is  scheduled,  attend- 
ance is  the  same  as  service  at  the  Branch. 

13.  The  daily  working  schedule  should  be  pasted 
in  the  inside  back  cover  of  the  time  book,  so  that 
the  hours  of  each  assistant  may  be  shown. 

14.  It  shall  be  the  duty  of  the  Branch  Librarian 
to  report  immediately  to  the  Branches  Department 
any  change  in  her  staff,  with  full  information  as  to 
the  date  and  time  a new  assistant  reports;  and  she 
shall  also  report  all  departures  and  returns  of  her 
regular  staff,  either  on  vacation,  sick  leave,  or 
leave  of  absence. 

15.  Time  sheets  shall  be  furnished  to  all 
Branches;  in  which  each  member  of  the  staff  shall 
register  daily,  noting  tardiness  (number  of  minutes) 
in  front  of  name.  Tardiness  at  required  meetings 
should  also  be  noted.  In  case  of  absence  or  free 
Sunday,  the  word  ‘‘absent”  with  reason  or  ‘‘free 
Sunday”  shall  be  written  in  place  of  the  name. 
Absence  for  illness  after  four  hours  of  consecutive 
service  may  be  excused,  but  only  by  the  Chief  of 
Branches,  to  whom  request  should  be  made  at  once 
through  the  Branch  Librarian.  This  excuse  will  be 
noted  after  the  name  on  the  sheet,  which  shall  be 
sent  to  the  Chief  of  Branches  for  a written  O.  K. 
when  time  sheets  are  sent  to  the  Main  Library. 


13 


Tardiness-of  one  and  one-half  hours,  according  to 
the  daily  working  schedule,  means  the  loss  of  one- 
half  day’s  pay.  In  making  entry  for  vacation,  note 
actual  day  of  vacation,  as  “1st”  or  “9th”  day.  If 
taken  consecutively  indicate  inclusive  dates.  Any 
vacation  time  substituted  for  sick  leave  must  be  ap- 
proved by  the  Chief  Librarian.  In  “time  sheet” 
summary,  “Days  present”  must  comprise  total  num- 
ber of  days  for  which  employee  is  entitled  to  pay, 
including  authorized  vacations  and  time  off  in  lieu  of 
equivalent  overtime.  Time  sheets  must  in  all  cases 
bear  the  signature  of  the  Branch  Librarian  who 
will  be  held  responsible  for  accuracy  of  summary. 
(See  also  Paragraph  39.) 

16.  Branch  Librarians  will  issue  “Extra-time 
cards”  to  substitutes  who  perform  extra  work  and 
who  are  entitled  to  extra  pay.  These  cards  are 
necessary  to  make  up  the  extra  time  record  on  the 
pay-roll.  Substitutes  do  not  sign  on  the  regular 
sheet  at  the  Branch.  (See  also  Paragraphs  37-38.) 

IV.  Reports 

17.  All  notifications,  notices,  reports,  etc.,  must 
bear  the  stamped  name  of  the  Branch  from  which 
issued. 

18.  Branch  Librarians  and  assistants  are  re- 
quired to  affix  their  signatures  or  initials  to  all 
memoranda  sent  from  their  Branches.  All  bills  pre- 
sented at  a Branch  for  work  done  at  that  Branch 
must  be  O.  K.’d  by  the  Branch  Librarian  and  sent 
to  the  Secretary. 

19.  On  blanks  provided  for  that  purpose,  Branch 
Librarians  must  furnish  the  Chief  of  Branches  with 
weekly  and  monthly  reports  of  circulation  and 
monthly  reports  of  attendance.  On  the  back  of  the 
monthly  report  must  be  given  the  monthly  summary 
of  work  as  outlined  on  the  daily  statistics  sheet. 
The  total  daily  attendance  for  each  month  is  found 
by  taking  the  attendance  at  the  end  of  each  hour 
and  adding  the  total  attendance  for  each  day.  This 
total  should  be  entered  in  the  Circulation  record 
book. 

20.  These  reports  must  be  sent  to  the  Branches 


14 


Department  promptly;  not  later  than  each  Monday 
for  the  weekly,  and  the  second  day  of  the  month 
for  the  monthly. 

21.  Time  sheets  must  be  mailed  to  the  Secre- 
tary’s office  on  the  10th  and  the  25th  of  each  month. 
(For  method  of  making  out  time  sheet  see  Para- 
graph 15.) 

22.  The  Branch  Librarian  shall  also  furnish  the 
Chief  of  Branches  with  a judgment  report  for  each 
member  of  her  staff.  These  reports  are  to  be  kept 
on  file  at  the  Main  Library  and  may  be  changed  by 
the  Branch  Librarian  or  on  request  of  the  Chief 
of  Branches. 

23.  Monthly  efficiency  slips  must  also  be  sub- 
mitted. These  slips  must  show  tardiness  in  minutes, 
absence  (giving  cause),  and  also  special  mention  of 
credits  and  demerits. 

24.  All  public  signs  and  notices  must  be  sub- 
mitted to  the  Chief  of  Branches  for  approval  before 
being  displayed. 

25.  No  canvassers  are  allowed  to  approach  the 
public  in  Branch  Libraries. 

26.  Distributors  of  free  literature  may  leave  one 
copy  of  publication  at  the  desk  to  be  kept  on  file, 
but  such  literature  may  not  be  distributed  to  patrons 
or  left  on  tables. 

27.  Any  accident  occuring  in  Branch  Libraries 
to  public  or  employees  must  be  reported  to  the 
Secretary  at  once.  If  of  enough  importance  names 
of  witnesses  should  be  taken. 

28.  In  case  of  robbery  or  damage  to  room  or 
contents  or  any  unusual  emergency,  the  Branches 
Department  or  Library  officials  should  be  notified, 
and  in  the  meantime  the  situation  should  be  handled 
with  the  best  judgment  possible.  At  the  earliest 
convenience,  a written  report  should  be  submitted  to 
the  Branches  Department. 

29.  Branch  Librarians  are  requested  to  confer 
with  the  Chief  of  Branches  on  any  matter  pertaining 
to  the  extension  of  their  work  among  local  societies, 
schools,  etc. 


15 


V.  Vacations  and  Leaves  of  Absence 

30.  All  persons  who  have  been  employed  in  the 
Library  for  a period  of  not  less  than  six  months 
preceding  May  1st  shall  be  entitled  to  vacations 
with  pay  at  the  rate  of  eighteen  days  for  the  full 
year;  provided  that  absence  on  account  of  illness 
for  a maximum  period  of  nine  days  during  any  part 
of  the  year  preceding  the  vacation  period  may  be 
deducted  from  the  time  allowed  for  vacations,  and 
for  all  absences  in  excess  of  nine  days,  full  pay  shall 
be  deducted  unless  otherwise  ordered  by  the  Board. 
The  regular  vacation  period  shall  be  from  May  1st 
to  October  1st.  Any  vacation  time  taken  before  the 
1st  of  May  or  after  the  1st  of  October  must  be  by 
prior  arrangement  with  the  Chief  of  Branches. 

31.  The  Branch  Librarian  has  first  choice  of 
vacation  time,  then  the  assistants  in  order  of  senior- 
ity of  service. 

32.  The  janitor’s  vacation,  (wl\ere  there  is  a 
regularly  appointed  janitor),  must  be  arranged  by 
the  Branch  Librarian  and  the  Custodian  of  Build- 
ings. 

33.  Vacation  schedules  should  be  submitted  foi 
approval  not  later  than  the  1st  of  May. 

34.  In  Branches  where  the  staff  consists  of  three 
persons  and  a page,  or  more,  the  vacation  schedule 
shall  be  arranged  without  substitutes.  In  Branches 
with  smaller  staffs,  substitutes  will  be  provided  if 
necessary. 

35.  Leaves  of  absence  without  pay  may  be 
granted  by  the  Librarian  upon  written  request. 
Such  requests  should  be  endorsed  or  recommended 
by  the  Branch  Librarian  and  the  Chief  of  Branches. 
If  leave  of  absence  is  to  be  taken  in  connection  with 
the  vacation,  the  request  should  be  submitted  with 
the  vacation  schedule. 

VI.  Substitutes 

36.  In  all  Branches  where  the  schedule  requires 
it,  a substitute  will  be  provided  according  to  a sub- 
stitute schedule  made  up  in  the  Branches  Depart- 
ment. 


16 


37.  In  case  of  the  absence  of  any  member  of  the 
staff,  if  necessary,  a substitute  will  be  provided. 

38.  Substitutes  who  are  working  on  the  regular 
schedule  of  an  absent  member  of  the  Branch  staff, 
shall  sign  the  time-sheet.  All  other  substitutes,  ex- 
cept those  working  on  the  schedule  of  their  own  de- 
partment, will  receive  an  “Extra-time  card”  filled 
out  and  signed  by  the  Branch  Librarian,  which  card 
must  be  delivered  to  the  head  of  their  department. 
Substitutes  working  on  the  schedule  of  their  own 
department  sign  their  own  time  sheet  with  note 
showing  time  and  place  of  substitute  work. 

VII.  Pay-Roll 

39.  Time  sheets  must  be  mailed  to  the  Secre- 
tary’s office,  on  the  10th  and  the  25th  of  each  month. 
(For  method  of  marking  time-sheets,  see  Paragraph 

. 15.) 

40.  Pay  checks  are  ready  about  the  1st  and  the 
1 5th  of  the  month. 

41.  The  pay-roll  is  made  up  on  the  basis  of  a 
certain  sum  per  month.  A day’s  absence  in  a 31-day 
month  means  the  loss  of  1 -3 1 st  of  the  month’s 
salary,  and  such  an  absence  in  February  means  the 
loss  of  l-28th. 

42.  Absence  on  Sunday,  when  scheduled,  means 
the  loss  of  one  day’s  pay.  Absence  on  Saturday 
and  the  following  Monday,  whether  scheduled  on 
Sunday  or  not,  means  the  loss  of  three  days’  pay. 

, VIII.  Apprentices 

43.  While  working  in  the  Branches,  the  members 
of  the  Training  Class  rank  as  junior  assistants,  and 
are  wholly  under  the  jurisdiction  of  the  Branch 
Librarian,  who  in  turn  will  be  held  responsible  for 
their  work  and  the  consequences  of  their  acts,  in 
the  same  degree  as  for  that  of  regularly  assigned 
assistants. 

44.  Branch  Librarians  are  expected  to  give  the 
members  of  the  Training  Class  some  practice  work 
in  all  the  routine  of  Branch  work,  with  which  they 
can  be  trusted;  instructing  them  as  much  as  possible 
in  the  work  as  assigned,  and  allowing  them  to  ad- 


17 


vance  to  work  of  greater  responsibility  as  fast  as 
they  are  capable  of  so  doing. 

45.  Members  of  the  Training  Class  are  allowed 
time  to  go  from  the  Main  Library  to  the  Branch  as- 
signed. If  one  residing  on  the  South  Side  is  given 
practice  time  in  a Branch  on  the  West  Side  or 
North  Side,  she  is  allowed  to  leave  early,  time  being 
given  according  to  the  discretion  of  the  Branch 
Librarian. 

46.  Report  blanks  will  be  sent  to  the  Branch 
Librarians  to  be  filled  out  for  each  member  of  the 
Training  Class  assigned  to  her  Branch.  These  re- 
ports should  be  made  from  personal  observation  so 
far  as  possible. 

IX.  Shelf  Arrangement 

47.  In  arranging  books  on  the  shelves  the  order 
of  classification  as  given  on  the  daily  statistics  sheets 
should  be  followed  as  closely  as  possible. 

X.  Registration  and  Cards  for  Readers 

48.  All  persons  included  in  the  following  classes 
are  entitled  to  cards,  upon  presenting  properly 
signed  guaranty  blank  and  signing  application: 

a.  Any  adult  resident  of  the  City  of  Chicago 

and  any  child  able  to  write  his  name. 

b.  Persons  living  outside  the  city  limits  but  regu- 

larly employed  or  attending  school  in  the 
city. 

c.  Persons  living  outside  the  city  but  owning 

property  within  the  city  limits. 

49.  Applicants  who  desire  shall  be  allowed  to 
make  a deposit  of  three  dollars  in  lieu  of  a guar- 
antor. 

50.  Any  responsible  person  whose  name  appears 
in  the  city  or  telephone  directory  mav  be  accepted 
as  guarantor.  A non-resident  guarantor  must  have 
business  in  the  city. 

51.  Borrowers  are  entitled  to  the  following 
cards,  in  accordance  with  conditions  specified. 

a.  A General  and  a Non-fiction  card  to  adult 
borrowers  and  Juvenile  General  and  Non- 
fiction cards  to  borrowers  under  fourteen 
years  of  age. 


18 


b.  Special  cards  as  follows: 

TEACHER’S  CARD,  allowing  eight  books, 
issued  to  teachers  in  Chicago  schools,  either 
private  or  public;  also  to  regular  substitutes 
in  public  schools.  If  already  a registered 
borrower,  regular  cards  must  be  sur- 
rendered, and  sent  to  the  Registry  Depart- 
ment, with  name  of  school. 

STUDENT’S  CARD,  allowing  three  books, 
issued  to  collegiate,  University,  and  Special 
students.  If  already  registered.  Non-fiction 
card  must  be  surrendered  and  sent  to  Regis- 
try Department  with  name  of  school. 
RESEARCH  CARD,  allowing  eight  books, 
issued  to  persons  engaged  in  special  study, 
as  lecturers,  clergymen,  editors,  and  writers 
of  books.  These  cards  must  be  applied  for 
in  person,  through  the  Chief  Librarian  or 
Assistant  Librarian. 

MUSIC  CARD,  allowing  one  bound  volume 
and  five  pieces  of  sheet  music,  issued  to  any 
regularly  registered  applicant.  These  cards 
are  issued  at  the  Music  Room  upon  presen- 
tation of  regular  card. 

RENTAL  COLLECTION  CARD,  allowing 
the  use  of  two  books  from  the  Rental  Col- 
lection, for  which  the  borrower  pays  a 
minimum  charge  of  five  cents  for  the  first 
three  days  and  two  cents  a day  for  any 
fraction  of  a day  thereafter  for  each  book. 
This  card  is  to  be  issued  at  designated 
places  to  any  regularly  registered  borrower, 
and  is  valid  only  at  place  where  issued. 
VACATION  CARD,  allowing  ten  books  for 
ten  weeks,  issued  from  June  1st  to  October 
1st,  to  any  regularly  registered  adult  bor- 
rower leaving  the  city,  and  juvenile  bor- 
rower on  O.  K.  of  parent  or  guardian. 
Regular  cards  must  be  surrendered  during 
use  of  vacation  cards.  Only  one  vacation 
card  will  be  issued  to  borrower  during  the 
vacation  period.  Upon  request  the  ten 
weeks  time  may  be  extended  if  request  is 


19 


made  at  the  time  of  issuance  of  the  card; 
although  all  books  must  be  returned  by 
October  1st. 

SUMMER  CARD,  allowing  five  books  is- 
sued for  a period  of  one  month  from  June 
1st  to  September  1st,  to  adult  borrowers 
who  remain  in  the  city,  and  juvenile  bor- 
rowers on  O.  K.  of  parent  or  guardian. 
Regular  cards  must  be  surrendered  during 
the  use  of  the  summer  cards. 

LOCAL  CARDS,  to  users  of  traveling  li- 
braries. These  are  good  only  at  place  of 
- issue. 

52.  Library  cards  are  valid  for  three  years. 

53.  Applications  for  cards  consist  of  two  parts, 
guaranty  and  application  blanks.  After  guaranty 
blank  is  properly  filled  out,  application  blank  must 
be  signed  by  applicant  in  presence  of  the  Branch 
Librarian  or  assistant.  In  exceptional  cases  appli- 
cations may  be  signed  at  home,  if  the  Branch  Libra- 
rian so  permits,  but  in  that  case  the  signature  must 
be  indorsed  by  the  Branch  Librarian.  Persons  who 
are  blind  or  not  able  to  write  may  make  their  mark 
in  the  presence  of  the  Branch  Librarian,  who  will 
sign  the  borrower's  name.  Signatures  in  foreign 
languages  will  be  accepted.  Whenever  possible  give 
English  equivalent.  If  applicant  does  not  live  in  the 
city  but  is  employed  or  attending  school,  give  busi- 
ness address  or  note  “attending  school.”  The  guar- 
antor’s name  must  be  verified  in  the  city  or  tele- 
phone directory,  and  if  found,  checked  in  lower  left 
hand  corner.  If  a married  woman’s  signature  is  in 
her  husband’s  Christian  name,  ascertain  her  own 
given  name,  and  write  above.  No  traced  signature 
will  be  accepted.  Station  number  or  Branch  name 
should  be  written  in  upper  left  hand  corner  of  both 
application  and  guaranty  blank.  For  Juvenile  cards 
the  abbreviation  “Juv’’.  should  be  written  on  upper 
left  margin  of  the  application.  For  a teacher’s  or 
student’s  card,  the  word  “teacher’s”  or  “student’s” 
should  be  written  on  upper  left  margin  of  applica- 
tion; and  name  of  school  should  be  written  in  space 
for  business  address. 


20 


54.  These  applications  shall  be  sent  to  the 
Registry  Department,  where  cards  will  be  issued 
and  sent  to  Branch.  If  borrower  or  guarantor  is 
not  accepted,  the  application  will  be  returned  with 
explanation. 

55.  Applications  for  vacation  and  summer  cards 
must  be  filled  out  at  the  Branch.  These  applica- 
tions must  give  borrower’s  card  number,  home  ad- 
dress and  number  of  station  from  which  sent  and 
(in  case  of  vacation  card)  out-of-town  address.  The 
Branch  issues  the  vacation  and  summer  cards  and 
sends  the  application  to  the  Registry  Department; 
taking  up  and  keeping  on  file  the  regular  cards. 
Children  may  receive  vacation  and  summer  cards  on 
O.  K.  by  parents  or  written  request.  The  date  of 
expiration  should  be  noted  on  vacation  cards. 

56.  Before  sending  applications  to  the  Registry 
Department,  index  cards  should  be  made  out,  giving 
borrower’s  name  and  address,  guarantor’s  name  and 
address,  and  any  abbreviation  as  “Juv.”  or  “T.  C.”. 
The  index  cards  are  kept  at  the  Branch  and  when 
the  borrower’s  cards  are  returned,  the  registration 
number  and  date  of  expiration  should  be  added. 

57.  Two  files  of  these  index  cards  to  borrowers 
should  be  kept,  one  under  the  borrower’s  number 
and  one  under  the  name.  In  case  of  re-registration 
write  word  “re-registered”  in  place  of  guarantor’s 
name. 

58.  In  order  to  obtain  a card  upon  deposit  of 

three  dollars  ($3  00),  it  is  necessary  for  the  borrower 
to  sign  two  applications,  one  to  be  sent  with  the 
money  to  the  Registry  Department,  the  other  to  be 
kept  on  file  at  the  Branch.  A temporary  receipt 
should  be  given,  which  should  be  taken  up  when 
card  is  issued:  The  Registry  Department  will  re- 

turn the  card  and  a receipt,  which  are  to  be  given 
to  the  borrower.  A temporary  card  may  be  given  to 
the  borrower  until  the  regular  card  is  issued.  This 
temporary  card  may  be  used  for  one  issue  of  a book 
only,  and  must  be  held  at  the  Branch.  The  money 
may  be  refunded  either  at  the  Main  Library  or  at 
any  Branch,  upon  the  borrower’s  surrendering  his 
card  and  presenting  the  receipt,  which  must  be  en- 


21 


dorsed  on  the  back.  The  card  and  receipt  should 
be  sent  to  the  Registry  Department,  which  will  re- 
turn the  three  dollars  to  the  Branch.  These  cards 
are  valid  for  three  years,  at  the  expiration  of  which 
time  it  will  be  necessary  for  the  borrower  to  signify 
his  intention  of  renewing  his  deposit  by  submitting 
a new  set  of  applications,  as  in  the  original  transac- 
tion. and  by  endorsing  his  receipt,  which  is  the  same 
as  sending  in  the  three  dollars,  upon  which  a new 
card  and  receipt  will  be  issued. 

59.  Any  unusual  request  for  cards  should  be  re- 
ferred to  the  Branches  Department. 

60.  When  cards  have  expired  on  the  three-year 
limit,  a new  application  should  be  filed.  Adult  bor- 
rowers who  have  demonstrated  by  three  years  use 
of  the  Library  that  they  are  trustworthy,  (i.  e.  by 
payment  of  all  fines,  damages,  etc.)  need  not  have  a 
new  guarantor,  but  must  sign  a new  application  and 
surrender  old  cards.  The  new  application  should 
give  the  borrower’s  former  number  in  lower  left 
margin,  and  the  old  cards  may  be  destroyed  if  all 
charges  are  cleared. 

61.  When  a borrower’s  card  is  lost  a duplicate 
will  be  issued  by  means  of  a lost-card-check,  thirty 
days  after  the  loss  is  reported,  or  upon  payment  of 
ten  cents  a duplicate  card  will  be  issued  at  once. 
To  obtain  a lost-card-check  a record  of  name  and 
address  and  card  number,  if  possible,  should  be  sent 
to  the  Registry  Department,  which  will  issue  the 
lost-card-check.  A duplicate  record  of  information 
sent  to  Registry  Department  should  be  kept  at  the 
Branch  and,  if  lost  card-check  is  not  received  within 
four  days,  a second  request  should  be  sent.  When  a 
Branch  receives  a lost  card-check,  the  date  should 
be  entered  so  that  the  check  will  be  returned  to  the 
Registry  Department  one  week  before  the  expiration 
of  the  thirty  days.  The  card  will  then  be  issued  by 
the  Registry  Department  and  'sent  to  the  Branch. 
When  cards  are  issued  upon  payment  of  ten  cents, 
the  card  must  be  marked  “duplicate”  with  date,  and 
the  borrower's  number,  name,  and  address,  with 
note  that  ten  cents  has  been  collected,  sent  to  the 
Registry  Department.  This  means  ten  cents  each 


22 


for  the  cards,  fiction  and  non-fiction  (twenty  cents 
for  both).  A separate  entry  should  be  made  in  the 
cash  book  as  is  done  with  entries  for  damaged  books. 

62.  When  duplicate  cards  have  bee*  issued  and 
the  original  is  found,  the  duplicate  should  be  taken 
up,  marked  “Original  found,”  and  sent  to  the  Reg- 
istry Department.  In  cases  where  a duplicate  has 
been  issued  upon  payment  of  ten  cents,  no  refund 
will  be  made  even  if  cards  are  found. 

63.  In  substituting  a new  card  for  one  which  has 
been  filled  up,  care  must  be  taken  to  copy  all  data, 
as  date  of  expiration,  duplicate  number,  etc.  When 
making  out  a new  card  ascertain  if  the  borrower  has 
changed  his  address. 

64.  Cards  may  be  cancelled  by  order  of  either 
the  borrower  or  the  guarantor,  but  to  make  the  can- 
cellation effective,  the  cards  must  be  sent  to  the 
Registry  Department.  The  order  for  cancellation 
will  be  accepted  however,  and  the  Registry  Depart- 
ment will  mark  the  application  so  that  a duplicate 
will  not  be  issued. 

65.  Change  of  address  must  be  noted  on  a 
memorandum  slip,  using  only  one  side,  and  giving 
the  card  number,  name  and  new  address,  and  for- 
warded to  the  Registry  Department.  Change  should 
also  be  noted  on  the  Registry  file  at  the  Branch. 

66.  Unclaimed  new  cards  may  be  sent  by  mail 
to  the  borrower  at  the  end  of  thirty  days. 

XI.  Circulation 

67.  Borrowers  may  draw  two  books,  one  on  a Gen- 
eral card,  and  one  on  a Non-fiction  card.  On  Juvenile 
cards,  only  juvenile  books  may  be  drawn  excepting  at 
the  discretion  of  the  Branch  Librarian.  Books  may  be 
drawn  either  from  the  Main  Library,  any  Branch  Li- 
brary, or  through  the  Delivery  Stations,  and  returned 
at  any  of  these  agencies.  Books  from  the  Open  Shelf 
Room,  Hughes  Room,  or  Music  Room  may  not  be 
drawn  through  the  Stations  Department. 

68.  In  certain  designated  places  a Rental  Collection 
supplements  the  regular  collection  of  books.  Only  du- 
plicate titles  of  books  in  the  regular  collection  are  con- 
tained in  the  Rental  Collection,  and  after  the  books 


23 


pay  for  themselves  they  shall  be  accessioned,  shelf- 
listed,  and  added  as  extra  copies  to  the  regular  col- 
lection. These  books  as  received  shall  be  given  a con- 
secutive number  for  charging  purposes,  and  a tempo- 
rary shelf-list  card  shall  be  made,  giving  number, 
author,  title,  number  of  copies  and  date  of  receipt. 
These  cards  should  be  filed  numerically  in  a separate 
file,  and  a duplicate  should  be  made  and  filed  under  the 
author.  As  the  books  pay  for  themselves,  the  shelf-list 
card  records  may  be  cancelled. 

69.  Borrowers  are  entitled  to  draw  books  on  special 
cards  as  follows : 

a.  TEACHER'S  and  RESEARCH  cards  — eight 
• books,  one  of  which  may  be  fiction,  and  one  a 

current  periodical.  All  eight  books  may  be 
juvenile  fiction.  Books  may  be  drawn  and  re- 
turned on  varying  dates. 

b.  STUDENTS  cards  — three  non-fiction  books, 
which  may  be  drawn  and  returned  on  varying 
dates. 

c.  MUSIC  cards  — one  bound  volume  and  five 
pieces  of  sheet  music,  which  must  be  drawn  di- 
rectly from  the  Music  Room.  Music  cards  may 
be  discharged  at  the  Branches,  but  books  must 
be  thoroughly  examined  prior  to  cancellation  of 
the  charge. 

d.  RENTAL  COLLECTION  cards  — two  books 
from  the  Rental  Collection,  for  which  borrower 
pays  a minimum  charge  of  five  cents  for  the 
first  three  days  and  two  cents  a day  for  any 
fraction  of  a day  thereafter  for  each  book. 
Books  must  be  drawn  directly  from  the  collec- 
tion and  returned  to  the  place  of  issue. 

70.  All  books  excepting  “seven-day”  and  music 
books,  may  be  kept  for  two  weeks  and  renewed  for 
the  same  period.  All  new  fiction  and  other  popular 
books  (i.  e.,  books  in  constant  demand,  no  matter  when 
purchased)  shall  be  loaned  for  seven  days  only,  and 
these  shall  be  distinguished  by  green  book  cards  and 
labels.  Sheet  music  shall  be  loaned  for  two  weeks  and 
bound  music  for  four  weeks. 

71.  All  Branches  keep  on  file  certain  periodicals, 


24 


some  of  which  are  duplicated  for  circulation.  Current 
numbers  of  these  are  seven-day  loans ; back  numbers 
are  fourteen-day  loans.  Periodicals  are  considered  cur- 
rent for  three  months.  Back  number  of  any  of  the 
periodicals  on  file  are  circulated  if  not  needed  for  ref- 
erence. No  current  periodicals  are  circulated  at  the 
Main  Library.  In  the  Branches,  one  periodical  may  be 
issued  with  a book  or  six  non-current  periodicals  with- 
out a book. 

72.  Branches  may  make  collections  of  mounted 

pictures  which  may  be  circulated  separately  or  in 
groups.  These  pictures  may  be  issued  on  any  adult 
card  in  addition  to  a book,  and  the  number  to  be 
loaned  to  one  person  may  be  left  to  the  discretion  of 
the  Branch  Librarian.  The  period  of  the  loan  shall  be 
for  two  weeks  and  renewal  may  be  for  the  same 
period.  • 

73.  Each  Branch  shall  be  given  an  initial  or  combi- 
nation of  letters,  to  be  used  before  the  date  in  charging. 

74.  Green  ink  is  the  official  color  for  charging  in 
all  circulating  Branches  and  Deposit  Stations. 

75.  In  charging  books,  the  date  on  which  the  book 
is  taken  from  the  Library  should  be  stamped  in  the 
first  column  of  the  book  card,  and  of  the  borrower’s 
card,  and  on  the  dating  slip  The  borrower’s  number 
should  be  written  in  the  second  column  of  the  book 
card,  together  with  any  such  information  as  “N.  F.” 
(non-fiction),  “T.  C.”  (Teacher’s  card),  “R.  C.”  (Re- 
search card),  and  “S.  C.”  (Student’s  card),  above  bor- 
rower’s number  at  right. 

76.  When  charging  books  on  a Teacher’s,  Student’s 
or  Research  card,  care  must  be  taken  to  stamp  the  card 
for  each  charge.  For  fiction,  the  letter  “F’’  should  be 
written  after  the  date,  and  for  periodicals,  “P”  after 
date.  Each  volume  is  considered  a separate  book  on 
these  cards  and  fines  are  charged  accordingly.  In 
stamping  borrower’s  card,  always  follow  the  last  date, 
and  when  card  is  full  make  a new  one. 

77.  In  charging  periodicals  the  letter  “P”  should  be 
written  after  the  date  on  the  borrower’s  card,  and  in 
parenthesis  the  number  of  periodicals,  if  more  than  one 
is  drawn. 


25 


78.  In  charging  pictures,  the  letters  “Pic”  should  be 
written  after  date  on  borrower’s  card,  and  in  parenthe- 
sis the  number  of  pictures,  if  more  than  one.  The 
Branch  record  should  be  made  on  a temporary  book 
card  giving  number  of  pictures  drawn. 

79.  The  book  cards  representing  the  circulation  for 
the  day,  should  be  arranged  under  date  according  to 
class  and  book  number,  and  it  is  suggested  that  fiction 
precede  non-fiction.  These  cards  should  be  counted  by 
classes  and  entered  on  statistics  sheet  for  the  day’s 
circulation.  Each  unbound  periodical  should  be  counted 
singly.  The  number  of  pictures  circulated  should  also 
be  entered,  but  should  be  noted  separately  from  the 
general  circulation  statistics  and  counted  as  a special 
item  in  the  monthly  report.  The  circulation  statistics 
must  be  entered  each  month  in  the  circulation  record 
book,  from  the  daily  statistics  sheets. 

80.  Overdue  charges  should  be  kept  in  a separate 
file,  and  delinquent  charges  in  another  file.  (For  fines 
on  overdue  books  see  “Fines”  (Paragraph  107)  and  for 
notices  on  delinquent  books  see  “Delinquents”  (Para- 
graph 122). 

81.  A separate  file  should  be  kept  of  the  book  cards 
for  the  Rental  Collection  books.  The  amounts  col- 
lected should  be  entered  on  this  card  as  well  as  en- 
tered in  a separate  cash-book.  After  the  book  has  been 
retained  two  weeks  a form  notice  should  be  sent  to  the 
borrower. 

82.  When  books  are  desired  from  the  Main  Collec- 
tion the  borrower  must  make  a list  of  book  numbers 
from  the  Finding  Lists,  on  an  order  slip  (Form  40) 
which  should  be  sent  with  the  card  to  the  Stations  De- 
partment. Each  Branch  shall  keep  an  entry  in  a rec- 
ord book  of  all  transactions  with  the  Stations  Depart- 
ment, that  is,  of  all  cards  and  books  received  and  re- 
turned. (For  form  of  entry  see  Form  book.) 

83.  The  number  of  books  and  renewals  received 
through  the  Stations  Department  should  be  entered  on 
the  statistics  sheet  as  a record  of  station  circulation  for 
the  day. 

84.  Books  in  the  Branches  are  discharged  by  return- 
ing book  card  to  book  and  stamping  date  of  return  in 


26 


the  second  column  of  the  borrower’s  card.  The  only  ex- 
ceptions to  the  present  method  will  be  by  special  ar- 
rangement with  the  Branches  Department,  in  which 
case  books  may  be  discharged  by  the  dating  slip  and 
book-carded  later. 

85.  A book  may  not  be  exchanged  on  the  day  it  is 
drawn  except  at  the  discretion  of  the  Branch  Librarian. 

86.  Books  drawn  from  the  Main  Library  or  from 
any  of  its  Branches  or  Stations,  except  Traveling  Li- 
brary stations,  may  be  discharged  at  any  other  circu- 
lating center.  The  borrower’s  card  should  be  stamped 
in  the  return  column  and  a discharge  slip  (Form  101) 
should  accompany  the  book  to  the  original  place  of 
charge.  In  making  out  this  slip  great  care  must  be 
taken  to  give  complete  information,  as  follows : 

a.  Borrower’s  number. 

b.  Book  number. 

c.  Date  charged  and  date  returned. 

d.  Whether  the  book  was  a Main  or  Station  charge, 
or  from  one  of  the  Special  Collections,  as  Hughes 
Room,  Music  Room  or  Foreign  Room,  or  from 
what  Branch  (indicated  by  letter  prefixed  to  date) . 
Main  charging  color  is  green,  Station  is  purple. 
The  Main  stamp  for  renewal  is  made  up  of  lower 
case  letters,  and  is  in  red ; the  Station  renewal 
stamp  is  made  up  of  lower  case  letters  with  a 
capital  R.  Main  books  that  have  been  renewed 
at  a Station  become  Station  charges.  This  in- 
formation is  an  aid  in  determining  whether  a 
charge  is  in  the  Stations  Department  or  at  the 
Loan  Desk. 

e.  Branch  Initial  letters  must  be  given  before  the 
charging  date.  For  symbols  of  Branches  and 
Special  Collections  see  Table. 

/.  Initials  of  attendant  discharging  book  must  be 
written  in  lower  right  hand  corner. 

87.  Whenever  a book  is  returned  without  a card 
the  borrower  should  be  given  a book  receipt  (Form 
162),  which  must  be  presented  with  the  card  at  the 
next  visit  to  the  Library.  A memorandum  slip  should 
be  made  for  this  and  also  when  a charge  can  not  be 
found  for  a book.  The  memorandum  should  give  the 


27 


book  number,  borrower's  card  number,  date  of  charge, 
and  date  of  return.  If  the  borrower’s  card  is  not  pre- 
sented, this  memorandum  should  be  filed  under  the  bor- 
rower’s number.  If  the  book  card  is  not  found,  the 
memorandum  should  be  filed  under  the  book  number. 
This  is  a matter  of  record  until  cleared.  When  a book 
is  returned  without  a card  and  a fine  is  due  and  not 
paid,  a borrower’s  dummy  card  should  be  made  and 
treated  as  a regular  card,  for  fine  notices,  and  a note 
made  on  the  memorandum  slip  that  the  dummy  card 
has  been  made. 

88.  Any  book  except  those  designated  “seven-day” 
loans  or  music  books,  may  be  renewed  for  two  weeks, 
on  presentation  of  borrower’s  card.  It  is  not  neces- 
sary for  the  book  to  be  presented  if  the  title  or  num- 
ber is  known.  “Renewed”  is  stamped  in  return  column 
of  borrower's  card  and  below  borrower’s  number  on 
the  book  card  and  the  new  date  is  stamped  in  issue 
column  on  both  the  borrower’s  and  the  book  card. 

89.  A request  for  renewal  shall  not  be  refused  even 
if  the  book  is  overdue.  The  fine  shall  be  collected  at 
the  time  of  renewing,  if  convenient  to  the  borrower. 
If  not  collected  at  that  time  it  should  be  noted  on  the 
book  card  and  the  borrower’s  card  and  collected  when 
the  book  is  returned.  When  the  fine  is  paid  the  card 
must  be  stamped  paid,  and  dated. 

90.  No  renewals  will  be  made  by  telephone.  Re- 
newals may  be  made  by  mail  if  the  card  and  informa- 
tion as  to  number  or  title  of  book,  accompanies  the  re- 
quest, renewal  dating  from  date  of  receipt  of  letter.  If 
received  after  charge  is  over-due  a fine  is  noted,  and 
the  envelope  in  which  request  is  received,  should  be 
filed  to  show  date  of  receipt. 

91.  In  case  of  necessity,  books  may  be  renewed 
without  the  presentation  of  the  borrower’s  card,  by 
use  of  a renewal  memorandum  (Form  163),  and  a 
duplicate  book  card,  giving  original  date  and  date  of 
renewal.  The  original  book  card  after  beting  stamped 
must  be  filed  in  the  charges  under  the  date  of  renewal, 
and  the  duplicate  book  card  under  the  original  date, 
in  order  to  trace  the  charge  when  borrower’s  card  is 
presented.  Books  drawn  through  the  Delivery  Stations 


28 


from  the  Main  Library,  or  from  other  Branches,  may 
not  be  renewed  in  this  manner  at  Branches. 

92.  When  a book  is  reported  lost,  in  order  to  give 
the  borrower  time  to  trace  the  book,  the  charge  should 
be  renewed,  whether  previously  renewed  or  not. 

93.  Books  drawn  through  the  Delivery  Stations, 
from  the  Main  Library,  or  any  of  its  Branches,  may  be 
renewed  at  any  of  the  circulating  centers,  except  Trav- 
eling Library  stations.  The  card  is  stamped  with  the 
renewal  and  date  stamp  and  a full  memorandum  on 
discharge  slip  (Form  101)  is  sent  to  the  original  place 
of  charge,  via  the  Stations  Department.  (See  rule  un- 
der Discharging  Books.)  If  there  is  any  question  as 
to  date  of  charge,  the  card  may  be  sent  to  the  Stations 
Department  to  be  renewed,  instead  of  renewing  at 
Branch. 

94.  Recharging  a book  on  another  card  presented 
by  the  person  returning  the  book  is  a transfer.  It  is 
not  a transfer  if  the  person  borrowing  the  book  ac- 
companies the  person  returning  the  book. 

95.  Branches  may  transfer  books  of  their  own  is- 
sue. No  Branch  shall  transfer  the  books  of  another 
Branch,  Open-Shelf  Room,  Hughes  Room,  or  Music 
Room,  nor  may  the  Main  Library  transfer  Branch 
books. 

96.  Seven-day  books  may  not  be  transferred  in  any 
case. 

97.  Books  drawn  from  the  Main  Library,  or  through 
the  Delivery  Stations  may  be  transferred  by  sending 
book,  with  card  or  discharge  slip,  and  transfer  memo- 
randum, (Form  68)  and  card  to  which  the  book  is  to 
be  transferred  to  the  Stations  Department. 

98.  Vacation  cards  issued  from  the  1st  of  June  to 
the  1st  of  October  permit  the  use  of  ten  books  for  ten 
weeks;  only  five  books  so  drawn  may  be  fiction.  All 
books  must  be  returned  by  the  1st  of  October.  Dis- 
cretion must  be  used  in  the  matter  of  issuing  popular 
non-fiction.  Seven-day  books  or  recent  fiction  must  not 
be  loaned.  Vacation  books  may  be  borrowed  from 
either  a Branch  or  the  Main,  or  through  the  Delivery 
Stations.  All  books  must  be  drawn  at  one  time  and  a 
separate  charge  made  for  each  book,  and  all  charges 


29 


kept  in  a separate  file.  One  week  before  the  expiration 
of  the  card,  a form  notice  should  be  sent  to  the  bor- 
rower. 

99.  Summer  cards  issued  from  the  1st  of  June  to 
the  1st  of  September  permit  the  use  of  five  books  (not 
seven-day  books)  for  the  period  of  one  calendar  month. 
These  books  may  be  exchanged  as  frequently  as  de- 
sired, but  all  five  books  must  be  returned  before  a new 
charge  is  made.  One  week  before  the  expiration  of  the 
card,  a notice  should  be  sent  to  the  borrower. 

100.  Books  taken  on  vacation  and  summer  cards  are 
to  be  renewed  automatically  every  two  weeks  and 
counted  in  the  regular  circulation  statistics. 

101.  On  request  of  the  borrower  non-fiction 
books  will  be  reserved  and  a postal  notice  sent  if  a 
charge  of  one  cent  is  paid  when  the  request  is  made. 
These  books  are  reserved  three  days  after  the  notice  is 
sent.  Fiction  and  periodicals  may  not  be  reserved. 

102.  In  case  of  a special  request,  books  may  be 
loaned  on  deposit  of  twice  the  value  of  the  book.  A 
receipt  is  to  be  given  to  the  borrower  from  the  De- 
posit Receipt  Book,  provided  for  that  purpose.  All 
necessary  information  is  entered  on  the  stub,  together 
with  the  borrower’s  signature.  When  the  book  is  re- 
turned, the  money  will  be  refunded  upon  presentation 
of  receipt,  providing  there  is  no  charge  against  the 
borrower.  The  receipt  must  be  endorsed  by  the  bor- 
rower, and  the  signature  must  agree  with  that  on  the 
stub.  If  the  receipt  is  lost,  money  will  be  refunded 
if  the  borrower  signs  his  name  opposite  “Refunded” 
on  the  stub.  Deposit  loans  are  numbered  consecutively, 
and  that  number,  preceded  by  the  abbreviation  “Dep.” 
is  used  as  the  borrower's  number.  The  loan  is  for  two 
weeks  with  the  privilege  of  renewal.  Refunded  re- 
ceipts should  be  kept  in  a file  by  themselves.  Branches 
keep  the  money  on  deposit  until  it  is  returned  to  the 
borrower. 

103.  Books  on  special  subjects  will  be  loaned 
through  the  Deposit  Department,  on  request,  and  will 
be  charged  to  the  individual  Branch.  The  time  on 
these  loans  is  limited  to  thirty  days,  and  it  shall  be 
the  duty  of  the  Branch  Librarian  to  see  that  the  books 


30 


are  returned  promptly.  An  inventory  of  these  loans  is 
taken  in  the  Deposit  Department  on  the  1st  of  the 
month. 

104.  These  books  are  for  general  reference,  but  if 
any  are  transferred  to  a borrower’s  card,  notice  must 
be  sent  to  the  Deposit  Department  on  a transfer  mem- 
orandum, with  the  borrower’s  card,  so  that  the  charge 
may  be  cleared  against  the  Branch  and  a new  charge 
made  in  the  Stations  Department  on  the  borrower’s 
card. 

105.  Special  arrangement  may  be  made  with  the 
Deposit  Department  for  groups  of  books,  including 
books  in  foreign  languages,  to  be  sent  to  supple- 
ment the  regular  collection.  These  books  may  be  cir- 
culated as  regular  Branch  books,  and  as  a means  of 
identification,  the  name  of  the  Branch  should  be 
stamped  across  the  dating  slip.  If  these  books  are  to 
be  rebound,  or  are  lost,  or  lost  and  paid  for,  or  de- 
linquent, the  books  or  a memorandum  giving  full  in- 
formation must  be  sent  to  the  Deposit  Department. 

106.  Loans  of  books  or  periodicals  may  be  made 
between  Branches,  charge  being  made  against  borrow- 
ing branch.  If  this  loan  is  for  reference  use,  the 
Branch  making  the  loan  shall  count  the  book  in  its 
circulation  and  renew  automatically  until  returned.  If 
book  is  for  circulation  the  Branch  borrowing  the  book 
keeps  the  record  of  circulation  and  the  loaning  Branch 
keeps  card  in  separate  file,  under  Branch  loans.  In  or- 
der to  avoid  confusion,  borrowing  Branch  shall  stamp 
its  name  on  dating  slip.  These  loans  may  be  directly 
between  Branches  or  through  the  Deposit  Department, 
via  Stations  Department.  The  length  of  loan  may  be 
determined  between  Branches. 

XII.  Fines 

107.  Fines  shall  be  charged  for  each  overdue  book 
as  follows : 

a.  On  adult,  regular  cards,  research,  and  student’s 
cards,  three  cents  a day,  except  for  unbound 
periodicals,  for  which  one  cent  each  shall  be 
charged. 

b.  On  juvenile  cards,  one  cent  a day. 


31 


c.  On  teacher’s  cards,  one  cent  a day,  except  for 
adult  fiction,  for  which  three  cents  a day  shall  be 
charged. 

d.  On  music  cards,  three  cents  a day  for  bound  vol- 
umes and  one  cent  a day  for  each  piece  of  sheet 
music. 

c.  On  summer  and  vacation  cards,  one  cent  a day. 

f.  On  rental  collection  cards,  three  cents  a day  will 
be  charged  in  place  of  the  fee  of  two  cents. 

108.  Total  fines  for  overdue  books  shall  not  exceed 
sixty  cents  ($.60),  including  notices,  and  for  unbound 
periodicals  shall  not  exceed  the  price  of  the  periodical. 

109.  Works  of  more  than  one  volume  are  consid- 
ered as  one  book  when  charging  fines,  except  on  teach- 
er’s, research,  and  student’s  cards. 

110.  If  a book  falls  due  on  a holiday,  when  the 
Branch  is  closed,  no  fine  is  charged  if  the  book  is  re- 
turned the  next  day,  but  if  retained  longer,  the  holiday 
is  counted  in  computing  the  fine. 

111.  As  fines  are  collected  they  should  be  entered 
by  borrower’s  number,  with  amount,  on  statistics  sheet, 
preparatory  to  entering  cash  book. 

112.  If  a fine  is  not  paid  when  a book  is  returned, 
the  borrower  may  be  allowed  to  take  another  book,  if 
the  amount  of  the  fine  does  not  exceed  $.25.  The 
amount  of  the  fine  shall  be  noted  on  the  borrower’s 
card  and  on  the  book  card.  If  the  book  is  returned 
at  another  Branch  or  at  the  Main  Library,  the  card 
must  be  kept  with  the  book  and  returned  to  the  original 
place,  unless  such  fine  is  paid.  If  paid,  the  amount 
shall  be  cancelled  by  stamping  “Paid”  and  date  on  the 
entry  of  amount.  If  returned  at  original  place  of 
charge  and  fine  not  paid,  the  memorandum  shall  be  at- 
tached to  card  and  kept  in  file  of  cards  with  fine.  When 
paid,  the  amount  shall  be  cancelled  on  card  with  “Paid” 
stamp  and  date. 

113.  Fines  on  Station  books,  Main  Library  books, 
and  other  Branch  books  discharged  at  a Branch,  shall 
be  collected  and  entered  in  the  cash  book  by  the  dis- 
charging branch.  It  will  be  understood  that  when  a 
discharge  slip  (Form  101)  for  an  overdue  book  is  re- 
turned to  the  source  of  issue,  that  the  fine  has  been 


.32 


collected,  whether  indicated  or  not.  Stations  Depart- 
ment and  Main  Library  will  also  collect  Branch  fines 
in  the  same  manner.  The  Stations  Department  will 
send  “fine  envelopes”  for  all  over-due  books  not  dis- 
charged at  Branches.  These  “fine  envelopes”  may  be  de- 
stroyed when  the  fine  is  paid.  Not  called  for  “fine 
envelopes”  must  be  returned  to  the  Stations  Depart- 
ment at  the  end  of  the  month. 

114.  Cards  with  unpaid  fines  and  damages  should 
be  kept  in  a separate  file  and  three  fine  notices  should 
be  sent  as  follows : 

1st  notice:  (Form  12),  on  tenth  day  after  return 

of  book,  should  be  sent  to  the  borrower. 

2nd  notice:  (Form  13),  two  weeks  later,  to  guaran- 
tor, except  in  the  case  of  Rental  Col- 
lection book,  when  the  second  notice 
goes  to  the  borrower. 

3rd  notice:  (Form  14),  two  weeks  from  previous 
notice,  to  guarantor. 

115.  If  borrower  is  re-registered  the  last  two  no- 
tices should  be  sent  to  him.  When  sending  notices  the 
original  amount  of  fine  noted  in  pencil  below  last  date 
on  borrower’s  card  should  be  increased  by  two  cents 
for  each  notice  sent,  except  on  notices  for  damaged 
books,  the  changed  amount  to  be  written  in  ink  di- 
rectly over  previous  amount.  The  dates  of  notices 
should  also  be  noted  at  bottom  of  card.  No  charge  is 
made  for  notices  sent  for  damaged  books. 

116.  When  the  borrower  presents  a fine  postal 
from  another  Branch  or  from  the  Main  Library  and 
the  fine  is  paid,  mark  postal  “Paid”,  enter  the  fine  in 
the  cash  book  as  “postal"  and  return  the  postal  to 
original  place  of  charge.  Upon  receipt  of  postal, 
Branch  or  Main  Library  holding  borrower’s  card 
will  return  same  stamped  “Paid”  to  the  place  where 
the  money  was  received.  No  Branch  shall  accept 
a fine  incurred  at  another  Branch  or  at  the  Main 
Library  on  information  from  a borrower,  unless  full 
details  can  be  obtained  by  telephone. 

117.  Branches  are  to  keep  all  money  collected, 
for  fines  and  damages,  and  shall  send  it  in  at  least 
once  a week  to  the  Secretary  who  will  return  a re- 
ceipt to  the  Branches  for  the  amount. 


33 


118.  A certain  sum  designated  by  the  Secretary 
may  be  retained  by  the  Branch  Librarian  out  of  the 
regular  fines,  for  the  purpose  of  making  change. 

119.  A record  of  the  fines  shall  be  entered  in  a 
cash  book,  giving  date  of  receipt,  borrower’s  number 
and  the  amount  of  fine.  This  will  make  one  state- 
ment for  all  fines,  Main,  Station,  and  Branches. 
Amounts  collected  for  damages,  duplicate  cards,  and 
lost-and-paid-for  books  should  be  entered  in  sepa- 
rate columns.  (See  Form  book).  Money  collected 
for  lost  periodicals  should  be  entered  in  the  “Dam- 
ages column”  of  the  cash  book.  Fines  collected  on 
Rental  Collection  books  should  be  entered  by  book 
number  in  a separate  cash  book  and  totaled  at  the 
end  of  the  month,  which  total  should  be  entered  as 
a separate  item  with  the  other  totals  in  the  regular 
cash  book.  The  regular  cash  book  must  be  totaled 
at  the  end  of  the  month  and  sent  with  total  amount 
(including  Secretary’s  receipts)  to  the  Secretary, 
reaching  him  not  later  than  the  1st  of  the  month. 
Cash  boxes  will  be  provided,  in  which  money  should 
be  sent,  in  the  trunk  through  the  Stations  Depart- 
ment, or  money  may  be  brought  in  person. 

120.  After  thirty  days  from  date  of  the  last 
notice  to  guarantor,  all  cards  held  for  fines  or  dam- 
ages are  to  be  sent  to  the  Loan  Department  of  the 
Main  Library.  The  dates  of  notices  must  appear  on 
the  bottom  of  the  cards,  with  the  total  amount  of 
the  fine,  including  postal  charges,  or  amount  of  dam- 
age. Delinquent  slips  (Forms  32,33)  are  to  be  made 
for  borrowers  and  guarantors  if  the  fine  or  damage 
is  twenty-five  cents  ($0.25)  or  over,  and  should  be 
sent  in  with  the  card.  A duplicate  record  should  be 
kept  on  the  borrower’s  file  at  the  Branch. 

121.  If  the  fine,  or  amount  of  damage  is  twenty- 

five  cents  ($0.25)  or  less,  the  borrower’s  card  will 
be  filed  in  the  Registry  Department  at  the  Main 
Library.  If  the  fine  or  amount  of  damage  is  over 
twenty-five  cents  ($0.25)  the  borrower  and  guarantor 
are  placed  on  the  delinquent  list  at  the  Main 
Library.  This  should  also  be  noted  on  borrower’s 
file.  Every  effort  should  be  made  to  trace  the  bor- 
rower and  guarantor  before  recording  them  as  de- 
linquent. 1 


34 


XIII.  Delinquents 

122.  For  books  kept  out  over  time  delinquent 
notices  are  sent  as  follows: 

1st  notice:  (Form  65)  to  borrower  on  7th  day 
over-due.  Exception  is  made  in  the 
* case  of  Rental  Collection  books. 

Notice  should  be  sent  the  day  book 
is  due. 

2nd  notice:  (Form  11)  to  guarantor  on  14th  day 
over-due,  except  in  the  case  of  Rental 
Collection  notice,  which  should  be 
sent  to  borrower. 

3rd  notice:  (Form  16)  to  guarantor  on  28th  day 
over-due. 

If  borrower  is  re-registered  the  last  two  notices 
should  be  sent  to  him. 

123.  A charge  of  one  cent  shall  be  added  to 
total  amount  of  fine  for  first  notice  and  two  cents 
each  for  second  and  third  notices,  these  amounts 
representing  postage. 

124.  The  maximum  fine  to  be  charged  is  sixty 
cents  ($0.60)  which  includes  five  cents  ($0.05)  for 
notices.  Twenty-five  cents  ($0  25)  additional  is 
charged  if  a messenger  is  sent. 

125.  When  the  first  notice  is  sent,  a slip  giving 
the  borrower’s  name  and  address,  guarantor’s  name 
and  address,  and  date  of  notice  should  be  clipped  to 
the  book  card.  When  second  notice  is  sent  the  date 
should  be  entered  on  this  slip.  When  the  third 
notice  is  sent  an  entry  must  be  made  in  the  delin- 
quent book,  giving  date  of  entry,  and  of  original 
charge,  the  borrower’s  card  number,  the  book  num- 
ber and  the  borrower’s  name  and  address,  the  guar- 
antor’s name  and  address,  and  price  of  book. 

126.  When  the  book  is  returned  the  date  of  re- 
ceipt should  be  stamped  across  the  entry  in  the  de- 

« linquent  book. 

127.  Before  the  delinquent  notices  are  sent  all 
records  should  be  compared  with  the  delinquent 
book  cards,  and  the  shelves  should  be  looked  over 
for  returned  books  that  may  not  have  been  dis- 
charged. 

128.  If  there  is  no  response  to  notices,  a bill 


35 


should  be  sent  to  the  borrower  one  week  after  third 
notice.  After  every  effort  has  been  made  to  secure 
the  book  the  borrower  and  guarantor  should  be  re- 
ported to  the  Loan  Department  as  delinquent.  If  a 
borrower  becomes  delinquent  for  a periodical,  the 
amount  on  the  delinquent  slip  should  be  noted  as 
“Damages”.  The  report  should  be  made  on  de- 
linquent borrower  slips  (Form  32  and  33)  at  the  ex- 
piration of  six  weeks  after  last  notice  has  been  sent. 
The  dates  of  the  notices  must  appear  on  the  backs 
of  the  slips.  A record  of  delinquents  should  be  kept 
at  the  Branch  on  the  borrower’s  file. 

129.  When  delinquent  slips  are  sent  to  the  Main 
Library,  entries  in  delinquent  book  should  be  marked 
with  the  date. 

130.  The  borrower  and  guarantor  then  are  listed 
as  delinquent  in  Registry  Department  and  may  not 
become  either  borrower  or  guarantor  until  charges 
against  them  are  cleared. 

131.  If  persons  on  delinquent  list  at  Main  Li- 
brary pay  charges  at  a branch,  the  amount  of  fine, 
date  paid,  and  person  paying,  whether  borrower  or 
guarantor,  should  be  sent  to  the  Registry  Depart- 
ment. If  the  person  wishes  a new  card  a new  appli- 
cation should  be  filed,  including  guaranty  part. 

132.  On  the  1st  of  June  a complete  list  of  de- 
linquent books  must  be  sent  to  the  Branches  De- 
partment. Separate  slips  should  be  made  for  each 
volume  and  copy.  The  slips  should  give  call  num- 
ber, author  and  title,  date  and  Branch  number,  and 
should  be  made  on  small  catalog  slips.  An  entry 
should  be  made  on  the  shelf-list  and  in  the  Addi- 
tions and  Withdrawals  book. 

XIV.  Damaged,  Lost,  and  Discarded  Books 

133.  All  books  should  be  examined  closely 
enough  to  detect  any  considerable  mutilation  or  dis- 
figurement, before  being  issued.  Slight  damage 
may  be  noted  on  the  book  card,  so  that  the  next 
borrower  will  not  be  held  responsible.  Discretion 
should  be  used  in  assessing  damages  and  for  that 
purpose  the  following  schedule  may  be  used: 


36 


SCALE  OF  PRICES  FOR  RUINED  BINDINGS 


Roan  or 

Morocco 

Size 

Buckram 

or  Pigskin 

8 

inches 

in 

height 

or 

less.  . 

. . ..$0.40..  .. 

....$0.50 

9 

inches 

in 

height 

or 

less . . 

45. . .. 

65 

10 

inches 

in 

height 

or 

less . . 

60..  .. 

80 

12 

inches 

in 

height 

or 

less . . 

65.... 

90 

16 

inches 

in 

height 

or 

less.  . 

....  1.00.... 

....  1.30 

* BINDINGS  ARE  A TOTAL  LOSS  WHEN 

The  leather  or  cloth  is  seriously  damaged. 

The  front  or  back  boards  are  broken. 

A corner  is  broken. 

Back  or  corners  are  dog-ch»wed. 

Large  ink  or  other  stains  are  found  on  leather 
or  cloth. 

Burnt. 

If  a cloth  cover  has  been  unfairly  broken  from  the 
book,  charge  for  rebinding  in  roan. 

[Note:  In  judging  the  liability  of  the  borrower, 
in  the  last  named  contingency,  a loosened  cloth 
binding  should  not  be  charged  for  if  it  is  reasonable 
to  suppose  that  the  condition  is  due  to  “wear  and 
tear”  or  the  natural'  falling  to  pieces  of  a fragile 
cloth  cover.  Forty  cents  ($0.40)  is  the  usual  flat 
price  for  binding.] 

WHAT  TO  CHARGE  FOR  DAMAGE  TO  BINDING 

Front  edge  defaced  by  ink,  pencil,  etc.,  $0.05  to 

$0.10. 

Top  or  bottom  edges  defaced  by  ink,  pencil,  etc., 
$0.20  to  $0.25.  For  both,  charge  the  heavier  fine. 

When  a leather-bound  book  has  been  unfairly  loos- 
ened in  the  cover,  necessitating  re-sewing,  a charge  is  to 
be  made  of  $0.20  for  books  9 inches  in  height  or  less; 
m $0.25  for  books  over  9 inches  in  height. 

Ink,  molasses,  mud,  or  other  substances  on  one 
leaf,  $0.05  to  $0.25. 

Ink  or  pencil  marks  through  book,  $0.05  to  full 
9 value,  depending  on  the  extent  of  defacement. 

Title-page  lost,  $0.10. 

Paper  sides  damaged,  $0.05. 

Pockets  torn  out,  $0.05. 


37 


BOOKS  ARE  A TOTAL  LOSS  AND  FULL  PRICES  ARE  TO  BE 
CHARGED  WHEN 

Kerosene  soaked.  If  kerosene  or  other  odor  is 
slight,  charge  from  $0.10  to  $0.25. 

Books  burnt  into  print.  (Exception  to  be  noted 
when  Board  or  Librarian  remit  charge.) 

When  more  than  one  printed  leaf  is  contaminated 
by  molasses,  or  other  sticky  substance. 

When  marked  or  written  upon  with  ink  or  in- 
delible pencil  that  destroys  the  usefulness  of  the 
book. 

First  or  last  leaves  of  the  text  are  lost. 

IN  GENERAL 

The  amount  to  be  charged  the  borrower  for  dam- 
ages is  the  actual  damage.  Exceptions  to  this  rule 
are  rare  books  and  old  editions,  which  call  for  as- 
sessment of  damages  proportioned  to  current  value. 

134.  When  the  Branch  Librarian  is  in  doubt  re- 
garding the  extent  or  class  of  injuries,  she  should 
communicate  with  the  Bindery  Department  at  the 
Main  Library. 

135.  It  should  be  the  aim  of  the  Branch  Li- 
brarian to  have  every  book  given  out  in  good  condi- 
tion. Loose  leaves  should  be  made  secure,  and 
worn-out  books  and  those  with  broken  bindings 
should  be  sent  to  the  Bindery  Department. 

136.  Books  that  have  been  slightly  damaged  may 
be  circulated  if  the  following  code  is  used  in  red  ink, 
checking  the  letter  to  designate  the  damage.  These 
symbols  are  to  be  put  on  the  lower  right-hand 
margin  of  the  pocket.  The  symbols  are: 

P.  M. — Pages  missing. 

P.  D. — Pages  defaced. 

C. — Cover  damaged. 

E. — Edges  defaced. 

T.  P.  M. — Title-page  missing. 

Y. — Maps  or  plates  missing. 

137.  Books  that  are  damaged  and  are  a total 
loss  may  be  replaced  by  the  borrower,  providing  the 
same  edition  is  supplied.  The  new  book  must  be 
sent  to  the  Branches  Department,  with  the  ‘‘Lost- 
and-paid-for”  slip,  to  be  accessioned. 


138.  Upon  request,  a damaged  book  which  has 
been  paid  for  in  full  or  has  been  replaced  by  another 
copy,  may  be  returned  to  the  borrower  but  the 
title  page,  pocket  and  label,  must  be  destroyed  and 
a note  written  across  the  first  page  of  the  contents 
that  the  book  has  been  paid  for  or  replaced. 

139.  Branches  must  collect  damages  on  books 
discharged  by  them  and  in  such  cases  information 
must  be  sent  back  on  the  discharge  slip  to  the  place 
of  charge. 

140.  When  a damaged  book  not  discharged 
comes  through  the  Stations  Department,  the  latter 
will  assess  damages  and  in  that  case  will  return  a 
“fine  envelope”  noting  the  amount  to  the  receiving 
branch,  which  will  collect  the  amount  and  return 
the  envelope,  stamped  “Paid”  to  the  Stations  De- 
partment. Money  for  total  losses  through  damages 
must  be  sent  back  to  the  charging  source. 

141.  Books  on  deposit  in  Branches,  requiring  re- 
pairing or  rebinding,  must  be  sent  to  the  Deposit 
Department,  where  outstanding  charges  may  be 
cleared  before  the  books  are  sent  to  the  Bindery.  If 
damages  or  price  of  book  is  collected  on  a book 
from  the  Deposit  Department,  money  and  full  in- 
formation must  be  sent  to  the  Deposit  Department. 

142.  When  a book  is  reported  lost,  the  charge 
should  be  renewed,  to  give  the  borrower  time  to 
locate  the  book  unless  renewed  previously,  although 
the  Branch  Librarian  may  decide  to  grant  a second 
renewal,  if  the  circumstances  warrant.  A bill  for  the 
book  at  list  price  should  be  sent  at  the  expiration  of 
renewal  and  the  date  of  sending  should  be  noted  on 
the  renewal  memorandum.  The  borrower  is  granted 
three  days  in  which  to  return  the  book  or  pay 
charges  and  no  fines  will  be  added  during  this  time, 
but  if  at  the  expiration  of  the  three  days  the  matter 
has  not  been  adjusted,  the  borrower  becomes  a de- 
linquent. 

143.  A borrower  who  reports  as  lost  a book 
which  is  over-due  shall  pay  not  only  the  cost  of  the 
book,  but  the  fine  up  to  the  date  the  loss  is  reported. 

144.  Whenever  a book  is  lost  and  paid  for,  a re- 
ceipted bill  should  be  given  to  the  borrower,  a “lost- 


and-paid-for”  slip  (Form  17),  made  and  sent  in  with 
the  cash  book  to  the  Secretary’s  office,  and  a dupli- 
cate slip  made  and  filed  at  the  Branch.  A record 
of  this  loss  should  be  made  on  the  shelf-list  card, 
and  noted  in  the  Additions  and  Withdrawals  book. 
(See  Paragraph  162.)  If  a book  is  paid  for  by  a per- 
son other  than  the  borrower  or  guarantor  an  entry 
should  be  made  on  the  lost-and-paid-for  slip  under 
payer’s  name  and  address,  drawing  a line  through  the 
words  “borrower”  and  “guarantor”,  and  the  card 
number  on  which  the  book  was  drawn  should  be 
given.'  Money  for  lost  books  for  other  Branches  or 
Main  collection  may  be  accepted  if  the  bill  is  pre- 
sented, and  the  money  must  be  sent  back  to  the 
charging  source. 

145.  In  signing  receipts  for  money  paid  to  the 
Library  through  Branches,  the  corporate  name  of 
the  Library  should  be  used  with  the  initials  of  the 
person  issuing  the  receipt. 

146.  When  a book  is  found  which  has  been  re- 
ported lost  and  has  been  paid  for,  the  money  will  be 
refunded  if  the  book  has  not  been  replaced,  or  if  the 
book  can  be  used  as  an  extra  copy.  In  order  to 
obtain  this  refund,  the  borrower  must  present  the 
receipted  bill  at  the  Branch,  and  the  Librarian  will 
refund  the  money  and  make  out  a voucher  (Form 
....),  signed  by  the  borrower.  This  voucher  should 
be  sent  to  the  Secretary,  as  cash.  The  record  of  this 
loss  should  be  cancelled  on  the  shelf-list  card  and 
the  book  counted  as  an  addition.  Lost  and  paid  for 
slip  should  be  marked  “Refunded”. 

147.  Refunds  on  books  paid  for  at  any  other 
Branch  or  Main  Library  may  be  made  by  any 
Branch  upon  presentation  of  the  receipted  bill  and 
book,  or  after  full  information  has  been  obtained. 
Notice  must  be  sent  back  to  the  charging  source 
that  the  money  has  been  refunded. 

148.  Books  that  are  no  longer  usable  in  the 
Branches  will  be  discarded  by  the  Bindery  Depart- 
ment from  the  books  sent  there  for  repairs.  A rec- 
ord of  these  discards  will  be  sent  each  month  to  the 
Branches,  and  such  record  should  be  entered  on 
the  shelf-list  cards,  with  date,  and  also  in  classes  in 


40 


the  Additions  and  Withdrawals  book.  (For  form  of 
record  on  shelf-list  card,  see  Paragraph  162.) 

XV.  Inventory 

149.  Once  a year  every  Branch  shall  take  an  in- 
ventory of  its  books.  The  method  of  taking  in- 
ventory shall  be  as  follows:  See  that  every  shelf-list 
card  is  in  the  proper  place  and  that  the  shelves  are 

w in  perfect  order.  One  person  should  read  the  shelf- 
! list  and  another  compare  the  books  on  the  shelves. 
When  a book  is  missing  from  the  shelves,  keep  a 
record  of-  the  class,  book,  and  copy  number.  When 
the  shelf  reading  is  finished  compare  your  inventory 
lists  with: 

a.  Book  cards  in  circulation  tray. 

b.  Bindery  record. 

c.  Books  missing  at  previous  inventories. 

d.  Books  put  aside  for  repairs. 

e.  Delinquent  books. 

150.  Books  of  which  no  trace  can  be  found 
should  be  reported  to  the  Branches  Department  as 
missing  the  1st  of  May.  This  report  shall  be  made 
on  small  catalog  slips,  giving  date,  call  number, 
author,  title,  and  Branch  number.  Separate  slips 
should  be  made  for  each  volume  and  copy,  and  the 
slips  should  be  arranged  alphabetically  by  author. 
Duplicate  records  on  slips  should  be  kept  at  the 
Branch.  This  report  will  be  made  official  on  the 
1st  of  June,  thus  giving  the  Branch  Librarian  one 
month  in  which  to  reduce  the  number  of  books  miss- 
ing. At  this  time  the  Branches  Department  wil  send 
to  each  Branch  the  number  of  books  to  be  counted 
out,  which  record  should  be  entered  on  the  shelf- 
list  cards  and  counted  out  in  the  May  Additions  and 
Withdrawals.  The  Branches  Department  will  also 
report  to  the  Branches  the  final  count  of  books  miss- 

* ing  on  the  previous  year’s  inventory. 

151.  Missing  lists  should  be  checked  every  three 
months,  as  in  the  regular  inventory  procedure. 
Books  found  on  the  current  missing  lists  should  be 

® reported  to'  the  Branches  Department,  cancelled  on 
the  shelf-list  cards,  and  added  to  the  Additions  and 
Withdrawals.  Books  found  on  the  previous  missing 


41 


lists  must  be  sent  in  to  be  re-accessioned  and  when 
returned  to  the  Branch  counted  as  new  books. 

XVI.  Contagious  Diseases 

152.  In  cases  of  contagious  diseases,  a book  may 
be  held  after  due  without  incurring  a fine,  if  the  case 
has  been  reported  before  the  book  is  due.  The  fine 
will  be  remitted  even  if  the  case  has  not  been  re- 
ported, if  the  borrower  presents  a doctor's  certificate 
duly  signed.  The  charge  should  be  renewed  auto- 
matically until  the  book  is  returned.  When  the 
book  is  returned  to  the  Branch  it  must  be  wrapped 
in  paper,  marked  “Contagious  Disease”,  with  the 
name  of  the  disease,  and  sent  to  the  Loan  Depart- 
ment to  be  fumigated.  The  Branch  should  keep  a 
record  of  all  books  sent  to  be  fumigated.  The  bor- 
rower's card  will  be  returned  with  the  book.  A 
temporary  card  may  be  issued  to  the  borrower  until 
the  original  returns. 

153.  When  a Branch  receives  notification  of  a 
contagious  disease  from  a borrower  holding  a Main 
Library  book,  immediate  notice  should  be  sent  to 
the  Main  Library  Loan  Department. 

XVII.  Periodicals 

154.  Each  Branch  shall  keep  a list  of  its  periodicals 
on  cards  provided  for  that  purpose,  making  notes  of 
each  issue  as  it  arrives.  Failure  to  receive  periodicals 
or  the  receipt  of  magazines  not  on  the  list  should  be 
reported  to  the  publisher.  (For  circulation  of  period- 
icals, see  Paragraph  71,  76-77.) 

155.  A list  of  the  periodicals  to  be  bound  will  be 
furnished  to  each  Branch.  These  periodicals  should  be 
collated  before  being  sent  in  for  binding,  and  title  pages 
and  indexes  that  are  missing  should  be  obtained  from 
the  publishers.  A list  of  the  periodicals  which  may  be 
retained  for  clipping  will  be  furnished  to  each  Branch. 

XVIII.  Book  Orders,  Receipt  of  Books  and 
Shelf-List 

156.  The  amount  of  money  allotted  to  each  Branch 
for  the  purchase  of  books  for  the  year  will  be  an- 
nounced in  January.  The  cost  of  books  as  ordered  will 


42 


be  estimated  and  from  time  to  time  each  Branch  will 
be  furnished  with  a report  of  the  money  spent. 

157.  Book  meetings  during  the  year  will  be  devoted 
to  special  classes  of  books  including  replacements  in 

• these  classes.  Announcement  will  be  made  at  the  be- 

* ginning  of  the  year  of  the  classes  of  books  to  be  or- 
dered each  month.  Request  for  books  for  review  may 
be  sent  in  through  the  Branches  Department. 

w 158.  At  the  monthly  book  meetings  these  book  or- 

d ders  will  be  considered.  These  orders  should  be  made 
out  in  duplicate  on  regular  order  slips,  which  should 
be  filled  out  as  fully  as  possible.  Replacements  and 
extra  copies  should  be  noted  clearly  on  the  order  slips. 
In  replacing  give  the  book  number  of  the  copy  to  be 
replaced  and  the  edition ; and  in  ordering  extra  copies 
o-ive  the  copv  number  of  the  new  copies.  Original 
order  slips  should  be  kept  at  the  Branch  to  be  checked 
with  the  books  received.  The  duplicate  orders  (on 
stiff  cards)  should  be  sent  to  the  Branches  Department 
one  week  before  the  book  meeting  and  should  he  ar- 
ranged alphabeticallv  in  five  groups,  as  follows:  Cur- 

rent adult  fiction,  current  adult  non-fiction,  current 
juvenile,  special  class  books,  and  replacements.  Orders 
for  books  that  are  rejected  will  be  returned  to  the 
Branch  Librarian. 

159.  New  books  will  be  received  in  the  Order  De- 
partment at  the  Main  Library,  checked  for  branches  and 
accessioned,  and  then  pocketed  and  labelled  in  the 
Bindery  Department,  and  sent  to  the  Branches  Depart- 
ment. Here  they  will  be  classified  by  the  Dewey  deci- 
mal classification,  shelf-listed  in  the  Union  shelf-list, 
book-carded,  stamped  with  the  mark  of  ownership  on 
the  reverse  side  of  the  title  page,  and  99th  page,  and 
sent  with  a shelf-list  card  to  the  Branches.  A ship- 
ping card  will  be  sent  with  each  lot  of  books.  If  there 
* is  any  discrepancy  in  the  number  or  if  a shelf-list  card 
is  received  and  no  book,  or  vice  versa,  it  should  be 
reported  to  the  Branches  Department.  Books  received 
should  be  checked  with  the  order  slips,  which  may 
f then  be  destroyed.  If  at  any  time  books  received  are 
marked  for  some  other  Branch,  they  should  be  re- 
turned to  the  Branches  Department  at  once,  or  if  it  is 


43 


found  that  a book  is  imperfect  it  should  be  returned 
and  another  copy  will  be  sent  to  replace  the  imperfect 
one.  Each  shipment  of  books  received  shall  be  counted 
by  classes  for  entry  on  the  ‘‘Additions  and  Withdraw- 
als” sheet. 

160.  Each  Branch  shall  have  a shelf-list  of  its 
books,  and  shelf-list  cards  for  the  new  titles,  also  the 
necessary  catalog  cards  will  be  sent  with  each  shipment. 
The  accession  number  and  copy  number  shall  be  en- 
tered on  each  shelf-list  card  as  received,  and  also  the 
price  as  given  on  the  inside  margin  of  the  page  follow- 
ing the  title  page.  Special  editions  should  be  noted 
(For  method  of  entry  on  shelf-list  cards,  see  Form 
book.)  These  shelf-list  cards  shall  be  filed  by  classes  in 
the  shelf-list. 

161.  The  books  shall  then  be  marked  on  the  pockets, 
labels  and  the  99th  pages  from  the  call  number  given 
on  the  back  of  the  title  pages. 

162.  All  withdrawals  should  also  be  recorded  on  the 
shelf-list  cards,  using  the  following  abbreviations  with 
the  dates : 

L.  Lost  and  paid  for. 

M.  Missing. 

D.  Discarded. 

Del.  Delinquent. 

R.  Replaced. 

W.  Withdrawn. 

Any  errors  found  in  the  shelf-list  should  be  reported 
at  once  to  the  Branches  Department. 

163.  Branches  will  be  furnished  with  an  official 
“Additions  and  Withdrawals”  record  book  in  which 
shall  be  kept  a record  by  classes  of  all  the  books 
added  to  the  Branch,  together  with  the  withdrawals,  re- 
placements, etc.  This  record  should  be  kept  up  to  date, 
as  the  Branches  Department  may  call  for  a report  at 
any  time. 

164.  Books  that  are  no  longer  of  value  to  the 
Branch  may  be  withdrawn  after  consulting  the  Chief 
of  Branches.  These  books  should  be  sent  to  the 
Branches  Department  and  a record  made  on  the  shelf- 
list  and  in  the  Additions  and  Withdrawals  book. 


44 


XIX.  Binding  and  Repairing 

165.  Each  Branch  shall  be  responsible  for  the  con- 

* dition  of  its  books,  and  all  books  requiring  minor  re- 

* pairing  shall  be  mended  at  the  Branch.  Those  that  can 

not  be  repaired  at  the  Branches  shall  be  sent  to  the 

Bindery  Department  for  repairs,  rebinding,  or  discard- 
+ ing.  Before  sending,  the  book  cards  should  be  re- 

I moved  from  the  books  and  charged  to  the  Bindery 

Department.  These  cards  should  be  kept  in  a separate 
file.  A shipping  card  should  be  sent  with  the  books  to 
the  Bindery  Department  which  shall  receipt  same  and 
return  to  the  Branch.  When  the  bindery  books  are 
returned  to  the  Branch,  a similar  shipping  card  will  be 
sent  to  be  receipted  and  returned. 

166.  In  sending  one  of  a set  of  reference  books  or 
magazines  for  rebinding,  a rebound  volume  should  be 
included  as  a sample. 

167.  When  damages  are  collected  on  a book  which 
is  a total  loss,  the  book  should  be  sent  to  the  Bindery 
Department  to  be  disposed  of.  The  information  “Dam- 
aged and  replaced”  or  “Total  loss  and  paid  for”  should 
be  written  across  the  title  page.  If  the  borrower  wishes 
to  keep  the  book,  procedure  should  be  according  to 
Paragraph  138.  If  the  book  is  not  paid  for  the  infor- 
mation “Borrower  delinquent”  should  be  given.  When 
the  money  has  been  collected  a note  should  be  made  on 
the  dating  slip,  and  for  rebinding,  the  amount  should 
be  noted.  (For  assessing  damages,  see  Paragraph  133.) 

XX.  Gifts 

168.  Donations  of  books  may  be  received  at  the 
*■  discretion  of  the  Branch  Librarian.  The  books  must 

be  forwarded  to  the  Branches  Department  with  the 
name  and  address  of  the  donor.  After  being  duly  ac- 
cessioned they  will  be  returned  to  the  Branch  and 
9 official  acknowledgement  of  the  gift  will  be  made  by 
the  Library.  Other  gifts  may  be  received  at  the  dis- 
cretion of  the  Branch  Librarian,  with  the  consent  of 
. the  Chief  of  Branches.  t 


45 


XXL  Supplies 

169.  Each  Branch  will  be  furnished  with  a Form 
book  containing  samples  of  supplies  with  form  numbers 
and  a requistion  book  for  ordering.  When  supplies  are 
required  a sheet  in  duplicate  should  be  filled  out,  giving 
the  full  information  as  to  the  amount  and  the  kind  of 
material  desired,  also  the  form  number,  if  any,  and 
sent  to  the  Secretary’s  office.  It  is  suggested  that  these 
requisitions  be  sent  in  once  a week,  on  Wednesday.  A 
paste  jar  should  be  sent  with  all  requisitions  for  paste, 
and  a shellac  can  or  bottle  for  shellac. 


46 


Index 


Abbreviations 
Applications,  53 

* Charging-,  73,  75,  76,  77, 

* 78,  102 
Shelf-list,  162 

Absences 
Excused,  15 

^ Loss  of  salary,  41 

$ Making  up,  12 

Report,  3,  4,  23 
Substitute,  3-5,  37 
Sunday,  42 

Accessioning,  151,  159 
Accidents,  27 

Additions  and  withdrawals 
Delinquent  books,  132, 
162 

Discarded  books,  144, 
148,  162 

Dost  and  paid  for  books, 
146,  162 

Missing  books,  150,  151, 
162 

New  and  replaced  books, 
159 

Record  book,  163 
Withdrawn  books,  162, 
163 

Addresses 

Borrower’s  and  Guaran- 
tor’s see  Registry  file 
Staff  members.  6 
Applications  for  cards 
Deposit.  49,  58 
Preparing  for  registry. 
53 

Reregistration,  60 
Signing,  48,  53 
Summer  cards,  55 
Vacation  cards,  55 
APPRENTICES,  43-46 
Assistants  ( see  also  Staff) 

* Apprentices,  43-46 
Duties,  2,  3,  8 
Hours  of  work,  9,  10 
In  charge.  2,  5 

New  assistants,  14 
9 Signatures,  18,  86f 

Transfer,  12 
Attendance 

Records,  19,  20 
Reports,  19.  20 


Bills 

Delinquent  books.  128 
Lost  books,  142,  144,  146, 
147 

O.K’ing,  18 

BINDING  AND  REPAIR- 
ING, 165-167 
Binding 

Damaged  books,  133 
Deposit  collection  books, 
105,  141 

Discarding,  165 
File.  165 
Rebinding,  165 
Sample.  166 
Total  loss,  133,  167 
Worn  books,  165 
Book  agents  {see  Canvas- 
sers) 

Book  cards 

Arrangement  in  file.  79, 
80,  81 

Binding  file,  165 
Fine  entry,  112 
Rental  collection,  81 
Seven-day  books,  70 
Vacation  books,  98 
Book  meetings  {see  Branch 
meetings) 

Book  order  slips,  158 
BOOK  ORDERS.  156-158 
Book  memorandum  receipt, 
87 

Books 

Additions  and  withdraw- 
al record,  163 
Appropriation,  156 
Binding,  165-167 
Charging  {see  Charging) 
Contagious  diseases,  152, 
153 

Damaged  {see  Damaged 
books) 

Delinquent,  132,  162 
Deposit,  102 

Deposit  Collection  books, 
103-105 

Discarded  {see  Discarded 
books) 

Exchanged,  85 
Fines.  107-110,  112.  113 
Fumigated,  152 


47 


Gifts,  168 
Imperfect,  159 
Inter-branch  loans,  106 
Interchangeable  loans,  86 
Inventory,  149-151 
Length  of  loan,  70 
Lost  (see  Lost  books) 
Missing  (see  Missing 
books) 

Music,  70 

New  books  received,  159 
Number  allowed,  67,  69 
Ordering,  156-158 
Preparation,  159,  161 
Rebinding  (see  Binding) 
Renewal,  88-93 
Rental  collection,  68,  69 
Repairing,  135,  165 
Replaced  (see  Replaced 
books) 

Reserves,  101 
Returned  without  cards, 
87 

Returning,  86 
Seven-day,  70 
Shelf  arrangement,  47 
Shelf  listed,  159,  160 
Stations  service,  67,  82 
Summer,  99 

Transfers,  94,  95,  96,  97 
Total  loss  (see  Damaged 
books) 

Vacation,  98 
Withdrawn,  164 
Borrowers 

Applications  for  cards, 
48,  53 
Bills,  128 
Cards,  51,  58 
Cards  cancelled,  64 
Cards  unclaimed,  66 
Change  of  address,  65 
Delinquent,  120,  121,  128, 
130 

Delinquent  notices,  122- 
125 

Dummy  cards,  87 
Fine  notices,  115,  116 
Non-residents,  48,  53 
Privileges,  67-69,  71,  72 
Qualifications,  48,  49,  53 
Registry  file  (see  Regis- 
try file) 

Re-instated,  130-131 
Reregistration,  60 
Signature,  53,  102 


Borrower’s  cards  (see 
Cards,  borrowers) 
Borrower’s  file  (see  Regis- 
try file) 

Branch  librarians  (see  also 
Staff) 

Authority,  2 
Duties,  2,  3,  8 
Hours  of  work,  9,  10 
Outside  work,  29 
Signatures,  18 
Branch  loans  (see  Inter- 
branch loans) 

Branch  meetings 

Book  meetings,  7,  8,  157 
Tardiness,  15 
Time  allowed,  12 
Branch  symbols  (see  Sym- 
bols) 

Canvassers,  25 
Cards,  borrowers 
Adult,  51a 

Books  allowed,  67,  69 
Cancellation,  64 
Damage  notices,  114,  115 
Deposit,  49,  58 
Dummy  cards,  87 
Duplicate  cards.  61,  62 
Expiration,  52,  60 
Fine  entry,  112,  115 
Fine  notices,  114,  115 
Fines,  107,  109,  120 
General,  51a 
Issuing,  51,  53,  54 
Juvenile,  51a 
Local,  51b 
Lost.  61 
Music,  51b 
Non-fiction,  51a 
Rental  collection,  51b 
Research,  51b 
Re-writing,  63 
Students,  51b 
Summer,  51b 
Teachers,  51b 
Temporary,  58 
Unclaimed,  65 
Unpaid  damage.  114 
Unpaid  fines,  112,  114,  115 
Vacation,  51b,  55 
Cash  * 

Collecting,  117 
Deposits  for  books.  102 
Refunding,  102,  146.  147 
Remitting,  117.  119 


48 


Cash  book 

Damaged  books,  119 
Fines,  111,  113,  119 

Lost  and  paid  for  books, 
119 

’%  Lost  and  paid  for  slips, 

n>  144 

Monthly  remittance,  119 
Postal  fines,  116 
Rental  collection,  81,  119 
u'  tiers,  3 46 
^ Cash  boxes,  119 
b Change  of  address,  6,  63, 
65 

Charging  (see  also  Dis- 
charging) 

Abbreviations,  73,  75,  76, 
77,  78,  102 

Books  on  deposit,  102 
Branch  symbols,  73,  86e 
Color  of  ink,  74,  86d 
Deposit  collection  books, 

104 

Discharging,  84,  85,  S6, 
87 

Method,  75  76 
Periodicals,  77 
Pictures,  78 
Renewals,  88-93 
Summer  loans,  99 
Transfers,  94-97 
Vacation  loans,  98 
Children’s  cards  (see  Ju- 
venile cards) 

CIRCULATION,  67,  105 

(see  also  Charging,  Dis- 
charging, Renewals) 
Card  with  fine,  112 
Counting,  79 
Damaged  books,  133,  136 
Deposit  collection  books, 

105 

Deposit  for  books,  102 
Inter-branch  loans,  106 
Interchangeable  loans, 
67,  86 

* Periodicals,  71 
Pictures,  72 
Records,  19,  20,  79 
Reports,  19,  20 
Stations  service,  82 
..  Statistics,  79,  83,  100 
Summer  loans,  100 
Vacation  loans,  100 
Circulation  record  book 
Attendance  record,  19 


Circulation  statistics,  79 
Pictures,  79 
Classification,  159 
CONTAGIOUS  DISEASES, 
152-153 

Dai:y  memorandum  (see 
Statistics  sheet) 
Damaged  books 
Binding,  133,  167 
Cash  book,  119 
Circulating,  136 
Delinquents,  121,  167 
Deposit  collection  books, 
141 

Discharging,  139,  140 
Fines,  114,  115 
Notices,  114,  115 
Noting  damages.  133,  136 
“Outside  issues”,  139,  140 
Repairing,  135,  165 
Replaced  by  borrower, 
137,  167 

Returned  to  borrower, 
138 

Scale  of  prices,  133 
Sent  to  bindery,  135,  167 
Symbols,  136 
Total  loss,  133,  137,  138, 
140,  141,  167 

DAMAGED,  LOST  AND 
DISCARDED,  133-148 
Damages 

Books  (see  Damaged 
books) 

Library  property,  28 
Delinquent  book  (see  De- 
linquent record) 
Delinquent  book  slips,  132 
Delinquent  books 

Deposit  collection  books, 
105 

Discharging  delinquent 
entry,  126 
Found,  132 
Lost,  143 

Notices,  122-125,  127 
Paid  for,  131 
Report,  132 
Shelf-list,  132,  162 
Delinquent  borrowers  (see 
Borrowers) 

Delinquent  borrower  slips 
Delinquent  books,  128, 
129 

Fines,  120 


49 


Delinquent  record 
Slip  record,  125 
Delinquent  book,  125, 
126,  129 

DELINQUENTS,  122-132 
Delivery  stations  (see  Sta- 
tions service) 

Deposit  cards,  49,  58 
Deposit  collection  books 
Binding,  105,  141 
Charging,  104 
Damaged  books,  141 
Delinquent,  105 
Length  of  loan,  103,  105 
Loans,  103 

Lost  and  paid  for,  105 
Total  loss,  141 
Deposit  for  books,  102 
Deposit  receipt  book,  102 
Discarded  books,  148,  162, 
165 

Discharge  slips,  86,  93,  97, 

113 

Discharging 

Damaged  books,  139,  140 
Delinquent  entry.  126 
Fines,  112,  113 
Method.  84,  86,  87 
Without  card.  87 
Dummy  cards.  87 
Duplicate  cards,  61,  62 
Efficiency  slips.  23 
Extra  time  (see  Overtime) 
“Extra  time”  cards,  16,  38 
Fiction  (see  also  Seven- 
day  books) 

Reserves,  101 
Fine  envelopes 
Damages,  140 
Stations  service,  113 
FINES,  107-121 
Fines 

Cash  book,  119 
Contagious  diseases.  152 
Delinquents.  120,  121 
Dummy  cards.  87 
Holiday,  110 
Lost  books,  142-143 
Maximum.  108.  124 
Notices,  114.  115 
Paid,  112 
Postal,  116 
Renewal,  89 
Rental  collection.  107f 
Stations!  service,  113 


Statistics,  111 
Unpaid,  112,  114 
Foreign  books  (see  Depos 
it  collection  books) 

Form  book,  169 
Free  literature,  26 
Fumigation,  152  * 

GIFTS,  168 
Guarantors 

Cards  cancelled,  64 
Change  of  address,  65 
Delinquent  120,  121,  128, 

130 

Delinquent  notices,  122, 

123 

Deposit  in  lieu  of,  49 
Fine  notices,  114 
Guaranty  blanks,  48,  53 
Non-resident,  50 
Qualifications.  50 
Signature,  53 
Handbills,  26 
Holidays 
Fines,  110 
Hours,  1 
Schedule.  10 

HOURS  OF  OPENING,  1 
Hours  of  work 

Holiday  and  Sunday,  10 
Minimum  time,  9 
Pages,  9.  10 
Schedule,  11,  13 
Staff.  9,  10 
Summer,  9 
Hushes  room  books 
Stations  service,  67 
Transfers,  95 
Illness 

Excused,  15 
Sick  leave.  14,  30 
Vacation  time,  15.  30 
Index  file  (see  Registry 
file) 

Initial  letters  (see  Abbre- 
viations) 

Inter-branch  loans.  106 
INVENTORY,  149-151 
Janitor 

Vacation,  32 
Judgment  renort,  22 
Juvenile  cards 

Books  allowed,  67  t 

Fines,  107b 
Issuing,  51a 
Summer  cards.  55 
Vacation  cards,  55 


50 


Leaves  of  absence 
Illness,  30 
Report,  14 
Requests,  35 
With  vacations,  35 
Loan  of  books  (see  Circu- 
lation) 

Local  cards 
Issuing-,  51b 
Loss  of  salary 
Absence,  41,  42 
Tardiness,  15 
Lost  and  paid  for  books 
Cash  book,  119,  144 
Deposit  collection  books, 
105 

“Outside  issues”,  144 
Procedure,  142,  147 
Refunds,  146,  147 
Shelf-list,  144,  146,  162 
Lost-and-paid-for  slips 
Deposit  collection  books, 
105 

Lost  books,  144 
Total  loss,  137 
Lost  books 
Bill,  142 

Delinquent,  142,  143 
Deposit  collection  books, 
105 

Fines,  143 

“Outside  issues”,  144 
Price,  142,  143 
Renewal,  92,  142 
Lost  cards,  61 
Lost  card  checks,  61 
Magazines  (see  Periodicals) 
Mail  renewal,  90 
Main  collection,  97 
Damaged  books,  140 
Fines,  113 
Doans,  S2 
Renewals,  91,  93 
Transfers,  97 
Vacation  loans,  98 
Meal  hours,  9 
Meetings  (see  Branch  meet- 
ings) 

Memorandum  file,  87 
Messenger  service,  124 
Missing  books 

Checking  missing  lists, 
151 

Inventory  procedure,  149 
Re-accessioning,  151 


Report,  150,  151 
Shelf-list,  150,  151,  162 
Money  (see  Cash) 

Music  books 

Length  of  loan,  70 
Renewal,  88 
Stations  service,  67 
Transfers,  95 
Music  cards 

Books  allowed,  69c 
Discharging,  69c 
Fines,  107d 
Issuing,  51b 
Non-fiction 
Cards,  51a 
Reserves,  101 
Non-residents 

Borrowers,  48,  53 
Guarantors,  50 
Notices 

Branch  stamp,  17 
Damages,  114,  115 
Delinquent,  122-125,  127 
Fines,  114,  115 
Postage,  115,  123 
Public,  24 
Reserves,  101 
Summer  loans,  99 
Vacation  loans,  98 
Open-shelf  books 
Stations  service,  67 
Transfers,  95 
Order  slips  (see  Book  or- 
der slips) 

Ordering 

Books,  156-158 
Supplies,  169 

Overdue  books  (see  Delin- 
quents, Fines) 

Overtime,  12 
Pages  (see  also  Staff) 
Hours  of  work,  9,  10 
Pajr  checks,  40 
PAY  ROLL,  39-42 
PERIODICALS,  154-155 
Periodicals 
Binding,  155 
Charging,  76,  77 
Circulation.  71,  79 
Clipping,  155 
Delinquent,  128 
File,  154 
Fines,  107a.  108 
Inter-branch  loans,  136 
Reserves.  101 


51 


Pictures 

Circulation,  72,  78,  79 
Clipping:,  155 
Postal  fines,  116 
Public  signs  and  notices,  24 
Re-accessioning  (see  Ac- 
cessioning) 

Rebinding  (see  Binding) 
Receipts 

Binding,  165 
Books  without  cards,  87 
Cash,  117,  119 
Deposit  card  receipt,  58 
Deposit  receipt  book,  102 
Lost  books,  144,  146,  147 
New  books,  159 
Renewal  memorandum, 
91 

Signature,  145 
Records  (see  specific  sub- 
jects, as,  Additions  and 
Withdrawals,  Inventory, 
etc.) 

Refunds 

Deposit  for  books,  102 
Deposit  for  cards,  58 
Lost  and  paid  for  books, 
146,  147 

REGISTRATION  AND 
CARDS  FOR  READERS, 
48-66 

Registry  file,  56,  57,  120, 
121,  128 
Renewals 

Books  on  deposit,  102 
Contagious  diseases,  152 
Fines,  89 

Inter-branch  loans,  106 
Length  of,  70 
Lost  books,  92,  142 
Mail,  90 

Main  collection,  91,  93 
Method,  88-93 
Music  books,  88 
Seven-day  books,  88 
Stamps,  86d 
Stations,  83,  93 
Summer  loans,  100 
Telephone,  90 
Vacation  loans,  100 
Without  card,  91 
Rental  Collection 
Book  cards,  81 
Books,  68 

Books  allowed,  69d 
Cards,  51b 


Cash  book,  81,  119 
Charges,  69d 
File,  68 

Fines,  107f,  114 
Notices,  81,  114,  122 
Overdue,  81,  122 
Returning  books,  69d 
Repairing,  (see  Binding  and 
Repairing) 

Replaced  books 

Additions  and  Withdraw- 
als, 159 

By  borrower,  137,  138 
Ordering,  157,  158 
Shelf-list,  162 
REPORTS,  17-29 
Accidents,  27 
Apprentices,  46 
Attendance,  19,  20 
Cash,  119 
Circulation,  19,  20 
Damage  to  property,  28 
Delinquent  books,  132 
Efficiency,  23 
Judgment,  22 
Missing  books,  150,  151 
Picture  circulation,  79 
Robbery,  28 
Schedule,  11 
Staff  changes,  14 
Stamping,  17 

Required  meetings  (see 
Branch  meetings) 
Requisition  book,  169 
Reregistration,  60 
Research  cards 

Books  allowed,  69a 
Charging,  75,  76 
Fines,  107a,  109 
Issuing,  51b 
Reserves 
Fiction,  101 
Non-fiction,  101 
Periodicals,  101 
Robbery,  28 
Salary,  Loss  of,  41,  42 
Sample  book  (see  Form 
book) 

SCHEDULES,  9-16 
Changes,  11 
Holiday,  10 
Report,  11 
Summer,  9,  11 
Vacation,  33,  34 
School  visiting,  11 


52 


Seven-day  books 
Loan,  70 
Renewal,  88 
Summer  cards,  99 
Transfers,  96 
Vacation  cards,  98 
» Sheet  music  {see  Music 
books) 

SHELF  ARRANGEMENT, 
47 

Shelf-list 

Abbreviations,  162 
h Delinquent  books,  132, 
162 

Discarded  books,  148,  162 
Entries,  160,  162 
Errors,  162 

Lost  and  paid  for  books, 
144,  146,  162 
Missing-  books,  150,  151, 
162 

Replaced  books,  162 
Withdrawals,  162 
Shipping  receipts  {see  Re- 
ceipts) 

Sick  leave  {see  Illness) 
Signatures 
Blind,  53 

Borrower,  53,  102 
Foreign,  53 
Guarantor,  53 
Married  women,  53 
Memoranda,  18 
Receipts,  145 
Time  sheets,  15 
Traced,  53 
Verification,  53 
Signs,  24 
Staff 

Absences,  3-5,  37 
Addresses  and  telephone 
numbers,  6 
Changes,  14 
Schedule,  9 
Vacations,  30 
STAFF  DUTIES.  2-8 
> Stamping  {see  Charging) 
Stations  service 

Contagious  diseases,  153 
Color  of  ink,  86d 
Damaged  books,  139,  140 
Deposit  collection  books, 
104 

Discharging  books,  86 

Fines,  113 

Fine  envelopes,  113 


Loans,  67,  82 
Record  book,  82 
Renewals,  83,  91,  93 
Statistics,  83 
Transfers,  97 
Vacation  loans,  98 
Statistics 

Additions  and  withdraw- 
als, 163 
Attendance,  19 
Circulation,  19,  79,  83,  100 
Statistics  books  {see  Cir- 
culation record  book) 
Statistics  sheet 
Attendance,  19 
Circulation,  79 
Fines,  111 
Outline  of  work,  19 
Stations  books,  83 
Stock-taking  {see  Inven- 
tory) 

Students  cards 

Books  allowed,  69b 
Charging,  75,  76 
Fines,  107a,  109 
Issuing,  51b 
SUBSTITUTES,  36-38 
Extra  time,  16 
“Extra-time”  cards,  16, 
38 

For  absentees,  3,  4,  37 
Time  sheets,  15,  38 
Regular,  36 
Vacation,  34 
Summer  cards 
Applications,  55 
Issuing,  51b,  55,  99 
Juvenile,  55 
Summer  loans 
Books,  99 
Charging,  99 
Fines,  107c 
Notices,  99 

Summer  schedules,  11 
Sunday  absence,  42 
Sunday  hours,  1 
SUPPLIES,  169 
Form  book,  169 
Requisition  book,  169 
Stamping.  17 
Symbols 

Branch  symbols,  73.  86e 
Damaged  books,  136 
Shelf-list,  162 
Tardiness 

Efficiency  slips,  23 


53 


Loss  of  salary,  15 
Making  up,  12 
Required  meetings,  15 
Time  book,  15 
Teachers’  cards 

Books  allowed,  69a 
Charging,  75,  76 
Fines,  107c,  109 
Issuing,  51b 
Telephone  renewals,  90 
Temporary  book  card,  78 
Temporary  cards,  58,  152 
Time  allowed 
Holiday,  10 
Overtime,  12 
Required  meetings,  11,  12 
Time  book  (see  Time 
sheets) 

Time  sheets 

Mailing,  21,  39 
O.K’ing,  15 
Signing,  15 
Substitutes,  15,  3S 
Vacation  record,  15 
Working  schedule,  13 
Total  loss  ( sec  Damaged 
books) 

Training  Class  (sec  Ap- 
prentices) 

Transfers 

Assistants,  12 
Books,  94,  95,  96 
Branch  books,  95 
Deposit  collection  books, 
104 

Hughes  room  books,  95 


Main  books,  97 
Music  books,  95 
Open  shelf  books,  95 
Seven-day  books,  96 
Station  books,  97 
Traveling  libraries 
Local  cards,  51b 
Discharging  books,  86 
Renewals,  93 
Vacation  cards 
Applications,  55 
Issuing,  51b,  55,  98 
Juvenile,  55 
Vacation  loans 
Books,  98 
Charging,  98 
Fines,  107e 
Notices,  98 
Vacations 

Choice  of,  31 
Janitor,  32 
Length  of,  30 
Pay,  30 
Report,  14 
Schedules,  33,  34 
Sick  leave,  15 
Substitutes,  34 
Time  sheets,  15 
Vacation  period,  30 
VACATIONS  AND 
LEAVES  OF  ABSENCE, 
30-35 

Vouchers  (see  Receipts) 
Working  hours  (see  Hours 
of  work) 


4 


54 


UNIVERSITY  OF  ILLINOIS-URBANA 


